Position: Assistant to the Fire Chief Salary
KTEU Clerical FY25 $27.17 - $35.32/hr
Hours: 40 hours a week: M – F 8AM – 5PM
The Assistant to the Fire Chief provides management of a wide range of administrative and clerical services in support of the Fire Chief and office operations of the Fire and KEMA departments. Employee is required to perform all similar or related duties.
Essential Functions:
Performs a wide range of administrative and financial duties related to the operation of the Fire and KEMA departments on a day to day basis including but not limited to the preparation, processing and recording of fire billing invoices, the posting of public notices, including composing, posting and advertisement of bid specifications; maintains department supplies and ensures office equipment is in proper working order.
Processes payroll for the department, including inputting and maintenance of employee time sheets into the payroll system, tracking and reconciling employee leave time earned and taken, administering contractual pay changes, and preparing related department budgetary reports.
Responsible for the preparation, administration and reconciliation of the Fire department's annual operating and capital budgets, personnel records, accounts payable and receivable, managing grants and articles. Maintains financial records, ambulance billing, and assists in annual budget preparation.
Responsible for preparation, administration and reconciliation of all department grants received including the preparation of required reports, as well as article preparation and administration.
Provides walk-in customer assistance with issuing and scheduling permits, directions, walk-in injuries. Receives visitors to the department, answers questions and furnishes information to the public, other fire departments, and town officials concerning department policies, rules and regulations; receives complaints and responds appropriately including taking initiative to see that problems in certain situations are resolved; makes appropriate referrals to the Fire Chief or other department staff as necessary in order to resolve issue; assists town officials, board, commissions and agencies with reports and information.
Maintains and tracks outside detail work; including invoicing.
Ensures the accuracy of personnel files and related department materials; maintains highly confidential department files. Manages the department’s payable/receivable and payroll and serves as liaison to the accounting and Payroll office.
Liaison to billing company for the purpose of records requests, tracks ambulance billing payments and receipts and responds to requests for information.
Administers the department's clothing allowance program.
Screens and takes messages for the Fire Chief and department staff and routes calls; returns calls received regarding routine information; act as liaison between the Fire Chief and other town employees and/or officials. Schedules appointments for the Fire Chief / EMD.
Schedules fire safety inspections and public safety inspections.
Assists in preparing annual licensing application for drug license and ambulance license.
Records and files documents for On Duty injuries; schedules doctor’s appointments and time off.
Manages inventory and procurement of all office supplies.
Provides Monthly On-Duty FF schedule for department.
Tracks Burning Permits issued; including daily activation for the months January through May.
Prepares requests for reports and/or records for legal cases and other privacy act cases.
Assists KEMA EMD with related administrative tasks. Provides administrative support to the department staff, such as coordinating meetings and events, administering incoming correspondence, answering, screening and directing incoming department telephone calls, scanning and tracking documents, creating spreadsheets, compiling correspondence, data entry, copying, calendar management, project management and other tasks as requested by the Fire Chief.
Required to attend training seminars or programs in order to maintain knowledge of changes in technology.
Other work related duties as assigned by the Fire Chief.
Recommended Minimum Qualifications: Education and Experience: Bachelor's degree; a minimum of three to five (3-5) years progressively responsible experience in office administrative work preferably in a municipal government setting; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.
Special Requirements: Valid MA Driver’s License, CPR Certifications. As a condition of employment, the employee must complete a personal background review (i.e. CORI certified)
Knowledge, Abilities and Skill
Knowledge: Thorough working knowledge of Fire Department and office administrative operating practices and procedures, generally accepted accounting principles, as well as state and federal laws/regulations that apply to the department. Working knowledge of municipal budgetary process. Working knowledge of departmental operations and relationship with other town department and offices. Considerable knowledge of office software (i.e. word processing and spread sheet applications), the Internet, web site technology, working knowledge of various departmental software. Thorough knowledge of business English, spelling and punctuation. Knowledge of federal HIPPA and public document regulations regarding access to information.
Abilities: Ability to meet and deal with the public effectively in a tactful manner. Ability to handle problems and emergencies effectively. Ability to communicate clearly, both orally and in writing. Ability to operate a computer. Ability to maintain confidential information. Ability to maintain, manage and organize complex records. Ability to deal appropriately on behalf of the Fire Chief with town employees, local, state and federal officials.
Skill: Proficient customer service and administrative functions. Proficient business writing and organizational skills. Excellent data processing skill in the use of personal computers and office software including word processing and spreadsheet applications and the Internet. Time management skills. Proficient oral and written communication skills.
External applicants – To view the full job description please visit the Town of Kingston Employment Page. Qualified applicants should complete the Town of Kingston employment application found on the Town website under Human Resources and submit their résumé and cover letter with salary expectations. Hiring rate considerations of experience and internal equity. Application materials can be emailed to personnel@KingstonMA.gov, mailed to the Town of Kingston Town House Attn: Human Resources, or hand delivered. The position is accepting external applications, but may close at anytime after the external application review date. The Town of Kingston is an EEA/AA employer.
Job Type: Full-time
Pay: $27.17 - $35.32 per hour
Expected hours: 40 per week
Benefits:
Schedule:
Experience:
Ability to Relocate:
Work Location: In person
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