Utah Staffing
Fire Department Administrative Assistant
Under the supervision of the Fire Chief, this position performs a variety of routine clerical, administrative, and technical duties to support the administrative functions of the Apple Valley Fire Department. The primary purpose of this role is to provide essential administrative support, ensuring the efficient and effective operation of the department's office, records, and financial processes. This is a non-supervisory position. Essential Job Functions: Record Keeping: Maintains official department records, including fire incident reports, training logs, personnel files, and equipment inventory. Ensures all documentation is accurate, confidential, and in compliance with local, state, and federal record-keeping requirements. Financial & Payroll Support: Processes purchase orders, tracks invoices and expenses, and helps with payroll by accurately tracking and submitting employee hours to the town payroll clerk. Scheduling & Logistics: Assists the Fire Chief with assigned office related duties, including meeting schedules, answering phones, coordinating department meetings and events and preparing agendas, assists with public education programs and community outreach initiatives. Maintain office supplies and manage inventory. Information Management: Compiles data and prepares reports for internal review and for submission to state or federal agencies as required. This includes gathering data on incidents, fire prevention activities, and training hours. Public Relations: Responds to non-emergency public inquiries, assists residents with permit applications (e.g., burn permits, fire inspections), and maintains positive public relations. Logistical and Maintenance Coordination: Serves as the administrative liaison for all department vehicle and equipment maintenance. This includes scheduling service appointments, coordinating with external vendors and mechanics, maintaining maintenance logs, tracking repair expenses and ensuring all vehicles and equipment records are up to date and compliant with town policy. Required Knowledge, Skills, and Abilities: Strong knowledge of standard office procedures and equipment. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software. Excellent written and verbal communication skills. Ability to maintain confidentiality and use discretion in handling sensitive information. Ability to work independently and as a team, manage multiple tasks efficiently. Knowledge of local government and fire department operations is a plus. Excellent organization and time-management skills. Strong communication and interpersonal abilities. Work Environment & Physical Demands: Work is primarily performed in an office setting. The physical demands are typical for an administrative position, including prolonged sitting or standing, keyboard use, and occasional lifting of files or office supplies weighing up to 25 pounds. The work environment has a moderate noise level but may be exposed to brief periods of loud noises from fire alarms or equipment. This person in this position will not respond to emergency incidents or participate in fire suppression activities. How to Apply: Interested candidates should submit an application and resume with cover letter in person or by email to Michael Gross, Fire Chief Town of Apple Valley 1777 N Meadowlark Dr. Apple Valley, UT 84737.
Under the supervision of the Fire Chief, this position performs a variety of routine clerical, administrative, and technical duties to support the administrative functions of the Apple Valley Fire Department. The primary purpose of this role is to provide essential administrative support, ensuring the efficient and effective operation of the department's office, records, and financial processes. This is a non-supervisory position. Essential Job Functions: Record Keeping: Maintains official department records, including fire incident reports, training logs, personnel files, and equipment inventory. Ensures all documentation is accurate, confidential, and in compliance with local, state, and federal record-keeping requirements. Financial & Payroll Support: Processes purchase orders, tracks invoices and expenses, and helps with payroll by accurately tracking and submitting employee hours to the town payroll clerk. Scheduling & Logistics: Assists the Fire Chief with assigned office related duties, including meeting schedules, answering phones, coordinating department meetings and events and preparing agendas, assists with public education programs and community outreach initiatives. Maintain office supplies and manage inventory. Information Management: Compiles data and prepares reports for internal review and for submission to state or federal agencies as required. This includes gathering data on incidents, fire prevention activities, and training hours. Public Relations: Responds to non-emergency public inquiries, assists residents with permit applications (e.g., burn permits, fire inspections), and maintains positive public relations. Logistical and Maintenance Coordination: Serves as the administrative liaison for all department vehicle and equipment maintenance. This includes scheduling service appointments, coordinating with external vendors and mechanics, maintaining maintenance logs, tracking repair expenses and ensuring all vehicles and equipment records are up to date and compliant with town policy. Required Knowledge, Skills, and Abilities: Strong knowledge of standard office procedures and equipment. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software. Excellent written and verbal communication skills. Ability to maintain confidentiality and use discretion in handling sensitive information. Ability to work independently and as a team, manage multiple tasks efficiently. Knowledge of local government and fire department operations is a plus. Excellent organization and time-management skills. Strong communication and interpersonal abilities. Work Environment & Physical Demands: Work is primarily performed in an office setting. The physical demands are typical for an administrative position, including prolonged sitting or standing, keyboard use, and occasional lifting of files or office supplies weighing up to 25 pounds. The work environment has a moderate noise level but may be exposed to brief periods of loud noises from fire alarms or equipment. This person in this position will not respond to emergency incidents or participate in fire suppression activities. How to Apply: Interested candidates should submit an application and resume with cover letter in person or by email to Michael Gross, Fire Chief Town of Apple Valley 1777 N Meadowlark Dr. Apple Valley, UT 84737.