Administrative Assistant – Fire Department
Compensation: $19.23 – $21.63 per hour
Full Time: 40 hours per week – nonexempt (Overtime eligible)
Benefits: Full
Opening Date: September 12, 2025
Closing Date: When filled
DESCRIPTION:
This is an in-person position, with some remote work required. Under the direct supervision of the Fire Chief, this position completes a variety of functions including but not limited to:
- Serve as department liaison for administrative functions
- Provide administrative support to command staff and coordinate with various city departments.
- Provide advanced skills in administrative and technical work.
- Prepare and maintain staffing schedules to include part-time staff.
- Prepare and maintain confidential personnel records
- Manage complex payroll processes (with multiple accounts, significant overtime, special FLSA rules and 48/96 shift schedules)
- Prepare and maintain accident and liability files
- Assist employees and management with human resources and payroll related inquiries
- Provide IT support
- Facilitate training and events
- Assist with preparation of annual budgets that entail multiple accounts, grants, and/or revenue components
- Provide backup to other management positions, as needed
The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time. Provides secretarial support to the department by maintaining office filing; greeting visitors; answering phones; typing correspondence; proofing documents; establishing quality controls; creating council letters, ordinances, policies and procedures, scheduling interviews and arranging travel; calculating reimbursements; assisting with software and equipment related issues.
Provides administrative support to the Fire Chief by acting as the first point of contact for internal and external customers; handling and scheduling appointments; reviewing, researching, and correlating information from various sources to aid the Chief in decisions regarding the operation and planning of the department; screening telephone calls and visitors; re-directing customers to appropriate office; and serving as informal channel of communication to the Chief relating to problems and issues.
Performs and maintains departmental budgetary, accounting and record keeping functions by monitoring budgets; preparing invoices, expenses and revenues; submitting forms.
Oversee the completion of personnel-related reports and issues by maintaining payroll reports and documenting payroll records with accuracy; reviewing time sheets; verifying leave balance and adjustments; calculating overtime; preparing monthly drug test forms for the employees as advised by the HR department; verifying employees’ licenses and certifications; responding to employee questions; maintaining records; and typing personnel action forms.
MINIMUM QUALIFICATIONS:
- Associate’s degree, or equivalent from a college, vocational, business or technical school
- Attention to detail and good written communication
- Valid driver’s license and acceptable driving record according to City criteria
- Active commission as a Notary (or obtain within 1 year)
- Basic medical and first aid knowledge
- EMT-B or higher preferred but not required
- Excited to be a member of TEAM MC!
An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.
WORKING CONDITIONS:
The city of McLendon-Chisholm is committed to complying fully with the Americans with Disabilities Act (ADA). The job involves desk work which may be interrupted with phone and counter calls. May involve attendance at meetings in City Hall or off-site and before or after normal working hours.
APPLY:
Email your cover letter and resume to Chief Eddie Stough, estough@mclendon-chisholm.com.
