Administrative Assistant to the Office of the Fire Marshal (Administrative Specialist II) - R20075

Administrative Assistant To The Office Of The Fire Marshal

The Fire Department is excited to announce a new opportunity for an Administrative Assistant to the Office of the Fire Marshal (Administrative Specialist II). This newly created position will play a key role in supporting the daily operations of the Office of the Fire Marshal through advanced administrative, clerical, and technical support. The role includes providing exceptional internal and external customer service, managing data entry and tracking, coordinating office activities, and ensuring efficient communication across teams and with the public.

This is an opportunity to be part of a department that continues to grow and improve, known for its dedication to community impact and public safety. The ideal candidate will be organized, professional, and skilled at building strong working relationships while maintaining a high standard of customer service. If you're looking to contribute to a meaningful mission and advance your career in a dynamic environment, we encourage you to apply today.

In this role, you will support daily operations and customer service functions. This position serves as the central point of contact for internal staff, contractors, and the public, ensuring smooth coordination across inspections, permitting, and billing processes.

Key responsibilities include :

• Serving as the primary point of contact for the Office of the Fire Marshal, responding to calls, greeting visitors, and directing inquiries to the appropriate staff.
• Providing customer service and administrative support for Fire Alarm Billing, Fire and Construction Inspections, and Plan Review and Permitting activities.
• Managing scheduling and calendar coordination in Outlook, preparing travel vouchers, and drafting memos, notices, and official correspondence.
• Creating and maintaining Excel spreadsheets, Smartsheet files, PowerPoint presentations, and other digital records as assigned.
• Maintaining both digital and physical filing systems, managing office supply inventories, and overseeing mail distribution for Fire Marshal personnel.
• Coordinating with inspectors to ensure effective scheduling and communication with contractors, business owners, and property owners.
• Supporting the permitting process by monitoring intake, assigning applications to plan examiners, and assisting with inspection scheduling.
• Entering and researching data using departmental software, including Accela and Mobile-Eyes, and providing user support for these systems.
• Assisting with billing and invoicing related to inspections and false alarm activations, including verifying and updating customer information.
• Processing Public Records Requests and assisting management with special projects related to Fire Code enforcement, false alarm follow-up, and data collection.

Work hours :

As a reminder, all county employees are considered essential and must be prepared to protect and support the community and its citizens. Each employee, without exception, will have a duty assignment and be required to work during a disaster or declared emergency.

To be considered for this role, you must have the following :

The ideal candidate has the following knowledge, skills, and / or abilities :

Physical demands : Employees in this role must occasionally lift and / or move up to 20 lbs.

CJIS Clearance : The successful candidate will be subject to an extensive background check(s) as part of the hiring process.

Starting pay range : $21.85 - $22.50, based on experience.

Our interview process could include phone interview(s), Microsoft Teams video interview(s), and / or in-person interview(s).

If you are selected to join our team, please click on this link to review the Required First Day Documents.

1. I-9 Acceptable Documents to show your identity and authorization to work. Use this link to learn more and review the different document options : https : / / www.uscis.gov / i-9-central / form-i-9-acceptable-documents

2. U.S. Social Security Card (signed, physical card). This is a requirement of our Payroll Department and failure to provide this document could jeopardize timely compensation. (Your U.S. Social Security Card can serve as one of your documents listed in link above List C Documents.)