Administrative Assistant - Fire Department

THE CITY OF PORT HURON IS CURRENTLY ACCEPTING APPLICATIONS FOR THE FOLLOWING FULL-TIME EMPLOYMENT OPPORTUNITY: ADMINISTRATIVE ASSISTANT - FIRE DEPARTMENT GENERAL STATEMENT OF DUTIES: To perform administrative and clerical duties while relieving the Fire Chief and Fire Marshal of administrative and clerical detail and handling more routine administrative matters independently; to handle public contacts of a responsible or confidential nature and involving technical knowledge and the exercise of independent judgment; to assist / direct customers and perform related clerical work and data input as required. SUPERVISION RECEIVED: Work is performed under the general supervision of the City Fire Chief and Fire Marshal. TYPICAL EXAMPLES OF WORK: An employee in this class may be called upon to do any or all of the following: (These examples do not include all of the tasks which the employee may be expected to perform.) Assist the Fire Chief and Fire Marshal by relieving him / her of administrative detail and handling confidential or responsible public contacts requiring technical knowledge of departmental operations and the exercise of independent judgment. Answer telephone, email, and other inquiries requiring knowledge of departmental rules and regulations, as well as applicable City ordinances. Assist / direct Receive and follow-up on citizen complaints. Assist by making appointments, preparing agendas for department meetings, notifying various Fire Department members of appointments and answering requests for information. Attend meetings and seminars in conjunction with, or on behalf of, the Fire Chief or Fire Marshal. Manage Fire Department hiring activities: intake/review applications, schedule interviews, schedule pre-employment psych evaluations, background check, scan documents, communicate with other departments for pre-employment/ hiring requirements. Assist with maintaining departmental records and databases; and with the safe keeping of all City records and documents. Conversions and onboarding management for new SaaS systems, when applicable. Management of databases and interfaces between records management programs, CLEMIS, and MDT emulators. Compile information and compose/prepare correspondence, records and reports requiring familiarity with departmental activities. Prepare payroll for Fire Department personnel using Microsoft Excel and/or BS&A. Prepare and coordinate other payroll activities as mandated by collective bargaining agreements. Prepare invoicing, expenditure, and overtime status reports for the Fire Chief. Coordinate the Department’s fire and life safety inspection program. Intake of all inspection correction emails and input into reporting software; ensure items have been corrected and follow up with business owners if any items remain in violation. Input of all third-party reports and inspection submitted to the Fire Marshal’s Office. Food truck application distribution and management; communications with mobile food vendors on behalf of Fire Marshal. Management of smoke detector installation program: Schedule installations with residents, maintain inventory of detectors and report to the State of Michigan and Red American Cross. Prepare installation packages for on-duty suppression crews. Assist in preparing agenda items for City Council approval using MinuteTraq. Prepare bid and purchasing documents and supporting materials. Assist the Fire Chief with the Department’s annual budget. Maintain confidential files and records. Maintain grant procurement and expenditure records. Assemble and analyze data and prepare and summarize reports. Open, stamp and sort received mail. Distribute or send out-going mail. Route electronic communications. Assist the Division Chief of Training with travel and training management: employee training request forms, lodging reservations, purchasing, records management. Respond to large scale emergency scenes, on occasion, and assist the Fire Chief and Command Staff within the framework of the National Incident Management System. Assist the Fire Chief and Command Staff with budget preparation, grant funding and reimbursement activities. Assist the Fire Chief with Administrative Policy and Standard Operating Guideline review and preparation. Emergency Management duties as directed by the Fire Chief. Manage and update City-wide Emergency Management notification programs. EPCRA Section 312 SARA Title III Tier II reports intake, review, and data management. Communication and coordination with St. Clair County Office of Emergency Management and Homeland Security. MDOT Emergency Services Hazmat account management of purchases and overtime. Purchasing and tracking costs in BS&A General Ledger. Trench and Confined Space purchases and overtime costs allocation to DPW water and sewer accounts. TEMS cost allocations to PD Patrol account. Public Education Program management: scheduling and screening of requests; Facebook account management. Perform other work as required. DESIRABLE QUALIFICATIONS FOR EMPLOYMENT: Considerable knowledge of the organization, municipal government operations and procedures and the functions of various City departments to effectively perform the duties and responsibilities of the position, or to obtain such knowledge in a timely manner after appointment. Exceptional phone and customer service skills. Ability to follow complex oral and written instructions and to prioritize work demands effectively and efficiency while maintaining attention to details and accuracy. Ability to plan and organize multiple tasks, together with the ability to take initiative and be resourceful. Ability to tactfully and diplomatically work with the public, department heads, co-workers and other officials. Ability to maintain mental alertness, integrity, patience and dependability. Considerable knowledge of modern office administration, principles and practices. An employee in this class, upon appointment, should have the equivalent of the following training and experience: Associates Degree in General Business or other related field, preferred. Several years’ experience in responsible clerical work. Strong English, grammar and spelling skills, together with considerable skills and experience in the operation of computers using Microsoft Office programs including, but not limited to Word, Excel, Outlook and PowerPoint, as well as, MinuteTraq and a variety of other office equipment. Working Hours: Monday – Friday, 8:00 a.m. – 4:30 p.m. Salary Range: $47,560.50 - $55,107 annually Benefit Package, including: Paid vacation leave, sick leave and holidays BCBS PPO Healthcare, Delta Dental, life and optical insurance Disability income plan MERS Defined Contribution Plus qualified retirement plan Deferred compensation plan (457) MERS Healthcare Savings plan. Date Posted: Tuesday, February 3, 2026 Application Deadline: Friday, February 20, 2026 To Apply: Job applications can be obtained from the Human Resources Department or downloaded A resume must be included with your job application. If mailed, it must be postmarked by the deadline date listed above. Job applications will be accepted online via email to cphemployment@porthuron.org. Job applications will also be accepted in-person or by mail at: City of Port Huron Human Resources 100 McMorran Blvd. Port Huron, MI 48060 ** EQUAL OPPORTUNITY EMPLOYER **