Management Assistant - Fire

Salary : $44,397.39 - $64,598.20 AnnuallyLocation : Denison, TXJob Type: Full-TimeJob Number: 00571Department: FireDivision: FireOpening Date: 04/27/2026Closing Date: ContinuousDescriptionUnder the general direction of the Fire Chief, performs a wide variety of professional, administrative and technical duties relating to the management and general operations of the Fire Department. This includes performing data analysis, supply ordering and tracking, scheduling and customer service both with the public and the Fire Personnel. Generally, the position oversees all general administrative/clerical functions, performs fire administrative duties, supports supervisory staff, and assists all other divisions of the department as needed.Examples of DutiesThe following duties are typical for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to demonstrate competence and satisfactory performance of these duties. Other duties may be required and assigned.Provides principle, executive administrative support to Fire Chief, Assistant Chiefs and Emergency Management Coordinator.Performs the payroll function for the Fire Department and processes twice monthly payroll by maintaining computer payroll data, processing departmental timesheets, tracking accruals, updating vacation and sick leave records, change of status requests and year end processing; serves as primary contact for payroll questions within the Fire Department; also, acts as a back-up to assist the Employee Services department in processing city-wide payroll as neededManages the budget of the Fire Department, including preparation, oversight, and administration of both annual budgets, coding invoices for payment, and keeping track of all department expendituresActs as "Point Person" for the entire department to assist with requested information, questions, projects, explanation of policies and procedures, and anything needed to do their jobsPlans, directs, and/or executes special projects or assignments relating to Fire Department issues as requested by the Fire Chief or other departmental staff. This may entail researching, analyzing information, and preparing reports/ recommendationsScreens telephone calls, visitors, and incoming correspondence for the Fire Chief, Assistant Chiefs and Emergency Management Coordinator; frequently drafts routine correspondence, memoranda, reports, and other materials for the Chief's signatureCoordinates New Hire and Employee Separation processes, including scheduling Fire Recruits and New Employees for required testing and making necessary updates to files and to TDSHS, TCFP, and other required agency records.Maintains organizational files and records, including administration of personnel and Civil Service files (items required by the State of Texas to be kept on file)Management of building access control systemResponsible for ordering uniforms and tracking expenditures in accordance with established annual uniform allowancesPurchases departmental supplies; coordinates department printingSubmits Workers Comp injury reports to Employee ServicesCoordinates procedures and requirements for receiving grantsAssist in managing social media efforts, including acting as a point person for the inflow of content to be posted to all social mediaActs as liaison to the Employee Services department, to include handling any requests from that department, and ensuring all performance evaluations and other requested documents are submitted in a timely mannerPerforms general administrative duties such as correspondence, filing, scanning, mail distribution, weekly cash reports, petty cash maintenance, etc.Posts position opportunity announcements and other City information within Fire Department's three StationsAssist with onboarding processMaintains calendars, schedules appointments and arranges for meetings and conferences and assembles established background materialsSubmits Agenda Items for City Council presentationAttends and participates in staff meetings, including taking minutesProvides information to the public; receives and resolves or refers citizen complaintsServes as Notary Public as requiredRelays information and instruction from supervisor to staff members, often acting for supervisor on procedural mattersAssures that all work performed meets the City's and Fire Department's standards for customer service, accuracy, quality, and efficiencyAssures that the City's and Fire Department's missions, goals and objectives are fully supported and initiatedPerforms other duties and responsibilities as assignedKNOWLEDGE SKILLS AND ABILITIESConsiderable knowledge of secretarial procedures and practicesConsiderable knowledge of business English, spelling and punctuationGood knowledge of the policies and procedures of the departmentAbility to make timely decisions and direct the work of others as neededExcellent typing skillsExcellent oral and written communication skillsStrong mathematical and analytical skillsGood knowledge and skill in taking and/or transcribing dictationKnowledge of principals and accepted practices of public administration, municipal governments; ability to learn city regulations/codes and ordinancesKnowledge of pertinent lawsProficiency with PCs and computer software applicationsGeneral knowledge of office equipment, including photocopier, telephone, fax machine, calculator, shredder, etc.Ability to organize, direct and coordinate projects and meetingsAbility to develop a team approach to problem solving with Fire Department employees, City staff and CouncilAbility to handle confidential information in a sensitive mannerAbility to handle multiple demands and competing prioritiesAbility to qualify for bonding and to maintain/serve as a notaryAbility to read and interpret departmental policies, and proceduresAbility to plan, promote, and organize departmental events and functionsAbility to communicate effectively with City staff, employees, and citizens orally and in writingAbility to work independently with little supervisionAbility to make sound decisions on a timely basis with due regard of the law and liability of such decisions Nothing in this job description limits management's right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.Typical QualificationsMINIMUM REQUIRED QUALIFICATIONSBachelors Degree preferred; 5 years responsible experience in performing Executive Administration related duties; Experience working in local government; or any combination of education and experience that results in acceptable proficiency for this positionGeneral knowledge of fire records and Open Records laws and policyWorking knowledge of office computers and related equipmentExcellent computer skills using Windows, Microsoft Word, Excel, PowerPoint, Access, Internet, Adobe Acrobat, and OutlookExcellent office administration skillsRequires effective written and oral communication skillsMust be self-motivated and capable of functioning effectively in an independent situation, while maintaining a sense of the overall goals in the Fire Department. This individual must have an appreciation and understanding of customer service oriented environments.Regular attendance is an essential function of this positionPhysical & Work EnvironmentPHYSICAL AND WORK ENVIRONMENTThe physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee's supervisor or Employee Services.Long periods of sittingIntermittent periods of standing and walkingConstant talking, hearing, concentrating, judgment and writing ability