Executive Assistant to the Fire Chief Job at Town of Greenwich, CT
General Statement of Duties
Provides confidential administrative and clerical support to the Fire Chief serving as custodian of official documents and confidential records, scheduling, and responding to inquiries from the public and other Public Safety agencies. Supervises clerical personnel as required.
Reports to the Fire Chief.
Qualifications
Education and Experience:
Associates degree plus 5 years of executive, administrative experience in a large organization. Experience in a municipal or governmental setting preferred.
Associates degree plus 5 years of executive, administrative experience in a large organization. Experience in a municipal or governmental setting preferred.
Qualifications:
Proven knowledge of the principles of office management and procedures.
Demonstrated ability to communicate effectively both verbally and writing.
Demonstrated proficiency in the operation of a personal computer and the use of software such as Microsoft Word, Microsoft Excel, Microsoft Publisher, Adobe, and PowerPoint, as well as MUNIS, Firehouse and the HRIS timekeeping system.
Proven ability to work independently and to manage multiple projects simultaneously in a timely manner.
Proven ability to deal tactfully and courteously with officials, professionals and the public.
Proven ability to establish and maintain positive working relationships with colleagues and supervisors.
Demonstrated ability to make decisions on assigned matters within both established departmental policies and procedures and the provisions of the appropriate laws, ordinances, and regulations.
Demonstrated ability to multi-task and to perform a variety of functions in a fast-paced environment.
Demonstrated ability to work independently with minimal supervision.
Proven ability to respond efficiently in emergency situations, recording and relaying instructions calmly and precisely.
Job Description
Department: Fire Department
Bargaining Status: Management & Confidential
FLSA Status: Exempt
Salary Range: MC 05
Job Code: 1026
Duties and Responsibilities:
Maintains the calendars of the Fire Chief and other senior staff. Prepares agendas and records meeting minutes as required.
Prepares correspondence, communications, reports and spreadsheets as required.
Prepares sensitive and confidential material for the Fire Chief regarding collective bargaining proposals, administration of grievances and disciplinary matters, and other confidential personnel matters.
Prepares documents for Federal and State grant applications as required.
Administers data for equipment procurement via MUNIS.
Ensures the accuracy of the Department’s timekeeping data.
Assists with the coordination and communication of the Chief’s instructions to other agencies and/or individuals in response to emergency situations.
Prepares responses to customer service inquiries and complaints.
Supports the volunteer application process.
Supports Town policies and philosophies.
Performs other related duties as assigned.
Supplemental Information
All positions may be subject to an interview process.
All outside candidates will be required to undertake and successfully pass a pre-employment medical examination, which includes a substance abuse test, given at the Town's expense prior to employment if conditionally offered a part time, full time or safety sensitive position.
The Town of Greenwich has implemented a policy of background investigations for all full and part time positions positions prior to hiring as part of the reference checking procedures for outside candidates. The investigation will only be conducted as the last step prior to an offer. Refusal to sign the release form will terminate the candidate's further consideration.
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