City of Anna, TX
Salary:
$66,281.28 - $86,079.50 Annually Location :
Central Fire Station, TX Job Type:
Full-Time Job Number:
REQ00080 Department:
Fire Department Opening Date:
09/08/2025 FLSA:
Exempt
The City of Anna, Texas is an Equal Opportunity Employer. DESCRIPTION
Under general supervision, the Executive Assistant provides complex and confidential administrative support to department leadership, including managing calendars, tracking and following up on projects, reviewing correspondence, coordinating meetings, overseeing the department's procurement, purchasing, and invoicing procedures, drafting communications, and addressing complex issues. The incumbent may be required to perform other related duties as needed. Additionally, this role assists in monitoring the department budget, recommending expenditures, and supporting assigned staff to ensure departmental needs are met and resources provided. EXAMPLES OF DUTIES
Provide analytical and administrative support to various areas of the fire department including department activities and events and the department's work program. Provide administrative support to senior fire command staff and Battalion Chiefs including handling routine correspondence, scheduling of calendars, organizing meetings, tracking assigned projects, and routing complaints to internal city department heads for response. Serve as purchasing coordinator for the Fire Department. Initiate requisitions, oversee vendor and department invoicing, and process purchase orders. Maintain department inventories including ordering and maintaining office equipment and supplies, personnel files, and creating City Council agenda items. Provide excellent customer service and assistance, take incoming calls, route calls to the correct office or person, distribute messages within the office, and make calls for the department when necessary. Demonstrate excellent customer service while interacting with the public, consultants, contractors, and employees. Maintain a positive working relationship with all city employees and the public. Organize and maintain department central file management database. Update and maintain files and records. Serve as the Records Liaison Officer for the city's Records Management Program. This includes responding to all department Public Information Requests (PIR). Coordinate with the Human Resources Department and Communications sector regarding fire department public messaging and updates. Update the department website and post on departmental social media platforms. Oversee the fire inspection and plan review permit process by reviewing submittals, calculating fees, tracking project activities, and processing construction permits, certificates of completion, temporary certificates of occupancy, certificates of compliance and other documents, reminders, and notifications related to the plan review and fire permitting process with the Fire Prevention Division as required. Assist fire administrative staff in preparing and monitoring department budgets by reviewing expenditures, keeping appropriate staff abreast of budget changes and issues, verifying infrequent expenditures, developing and maintaining spreadsheets and reports, and coordinating and attending budget meetings. Monitor and annotate annual departmental budget allocations throughout the fiscal year. Compile and provide fund status and fiscal analysis to fire command personnel and provide in-depth statistical reports of fiscal status. Resolve problems related to billing and purchasing with the Finance Department. Maintain detailed and accurate records of department purchases and payment of fees. Ensure the maintenance of accurate records of department fiscal transactions. Produce accurate and timely weekly, monthly, and quarterly expenditure reports. File information necessary to maintain record of fiscal processes, promptly, accurately, and in an easily retrievable format. Track contractual documents as requested and review and compile information for bid specifications regarding department purchases. Serve as the liaison between the Fire Department and the Finance Department. Assist with preparation for public meetings including compiling the agenda, organizing informational packets and materials, posting meeting notices, taking meeting minutes, and preparing official copies of minutes of public or internal meetings. Keep supervisor informed of work and fiscal activities; recognize and report the need for supervisory intervention. Perform special projects at the request of the Fire Chief to include but not be limited to research, analysis, and recommendations. Oversee internal communications and create and distribute monthly department newsletter. Coordinate and represent the department during internal and public-facing activities, meetings, special events, and community events. Maintain accurate and current information for outward-facing materials including website content and other digital platforms and may assist with social media updates in coordination with City guidelines. Assist with training new employees as needed. Perform any other related duties as required or assigned. Regular and timely attendance is required for this position.
TYPICAL QUALIFICATIONS
Bachelor's degree, plus 3-5 years of related experience and/or training or equivalent combination of education and experience. Basic: Accounting, Spreadsheet, Word Processing/Typing is required. Must possess a valid Class "C" license. Must obtain within six months of employment and maintain during employment a Texas Notary Public license. SUPPLEMENTAL INFORMATION
USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS Regular use of non-complex machines and equipment (adding machines, calculators, copy/fax machines, etc.)
ENVIRONMENTAL /WORKING CONDITIONS Normal working conditions as found within an office setting, wherein there is controlled temperature and a low noise level, plus a minimum of distractions. The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the functions of this job, the employee is occasionally exposed to outdoor weather conditions. The noise level in the work environment is usually quiet.
PHYSICAL ACTIVITIES The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions and expectations. Moderate diversity, low physical. Work activities which allow for a moderate amount of diversity in the performance of tasks which are not as varied as those positions with high-level diversity and decision-making. While performing the functions of this job, the employee is regularly required to talk or hear; frequently required to stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms; and occasionally required to climb or balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision; peripheral vision; depth perception; and ability to adjust focus. Explore our benefits of working for the City of Anna!
We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.
To learn more details, visit our
Join a team that values your health, wellness, and future. Apply now and build a career with lasting impact.
$66,281.28 - $86,079.50 Annually Location :
Central Fire Station, TX Job Type:
Full-Time Job Number:
REQ00080 Department:
Fire Department Opening Date:
09/08/2025 FLSA:
Exempt
The City of Anna, Texas is an Equal Opportunity Employer. DESCRIPTION
Under general supervision, the Executive Assistant provides complex and confidential administrative support to department leadership, including managing calendars, tracking and following up on projects, reviewing correspondence, coordinating meetings, overseeing the department's procurement, purchasing, and invoicing procedures, drafting communications, and addressing complex issues. The incumbent may be required to perform other related duties as needed. Additionally, this role assists in monitoring the department budget, recommending expenditures, and supporting assigned staff to ensure departmental needs are met and resources provided. EXAMPLES OF DUTIES
Provide analytical and administrative support to various areas of the fire department including department activities and events and the department's work program. Provide administrative support to senior fire command staff and Battalion Chiefs including handling routine correspondence, scheduling of calendars, organizing meetings, tracking assigned projects, and routing complaints to internal city department heads for response. Serve as purchasing coordinator for the Fire Department. Initiate requisitions, oversee vendor and department invoicing, and process purchase orders. Maintain department inventories including ordering and maintaining office equipment and supplies, personnel files, and creating City Council agenda items. Provide excellent customer service and assistance, take incoming calls, route calls to the correct office or person, distribute messages within the office, and make calls for the department when necessary. Demonstrate excellent customer service while interacting with the public, consultants, contractors, and employees. Maintain a positive working relationship with all city employees and the public. Organize and maintain department central file management database. Update and maintain files and records. Serve as the Records Liaison Officer for the city's Records Management Program. This includes responding to all department Public Information Requests (PIR). Coordinate with the Human Resources Department and Communications sector regarding fire department public messaging and updates. Update the department website and post on departmental social media platforms. Oversee the fire inspection and plan review permit process by reviewing submittals, calculating fees, tracking project activities, and processing construction permits, certificates of completion, temporary certificates of occupancy, certificates of compliance and other documents, reminders, and notifications related to the plan review and fire permitting process with the Fire Prevention Division as required. Assist fire administrative staff in preparing and monitoring department budgets by reviewing expenditures, keeping appropriate staff abreast of budget changes and issues, verifying infrequent expenditures, developing and maintaining spreadsheets and reports, and coordinating and attending budget meetings. Monitor and annotate annual departmental budget allocations throughout the fiscal year. Compile and provide fund status and fiscal analysis to fire command personnel and provide in-depth statistical reports of fiscal status. Resolve problems related to billing and purchasing with the Finance Department. Maintain detailed and accurate records of department purchases and payment of fees. Ensure the maintenance of accurate records of department fiscal transactions. Produce accurate and timely weekly, monthly, and quarterly expenditure reports. File information necessary to maintain record of fiscal processes, promptly, accurately, and in an easily retrievable format. Track contractual documents as requested and review and compile information for bid specifications regarding department purchases. Serve as the liaison between the Fire Department and the Finance Department. Assist with preparation for public meetings including compiling the agenda, organizing informational packets and materials, posting meeting notices, taking meeting minutes, and preparing official copies of minutes of public or internal meetings. Keep supervisor informed of work and fiscal activities; recognize and report the need for supervisory intervention. Perform special projects at the request of the Fire Chief to include but not be limited to research, analysis, and recommendations. Oversee internal communications and create and distribute monthly department newsletter. Coordinate and represent the department during internal and public-facing activities, meetings, special events, and community events. Maintain accurate and current information for outward-facing materials including website content and other digital platforms and may assist with social media updates in coordination with City guidelines. Assist with training new employees as needed. Perform any other related duties as required or assigned. Regular and timely attendance is required for this position.
TYPICAL QUALIFICATIONS
Bachelor's degree, plus 3-5 years of related experience and/or training or equivalent combination of education and experience. Basic: Accounting, Spreadsheet, Word Processing/Typing is required. Must possess a valid Class "C" license. Must obtain within six months of employment and maintain during employment a Texas Notary Public license. SUPPLEMENTAL INFORMATION
USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS Regular use of non-complex machines and equipment (adding machines, calculators, copy/fax machines, etc.)
ENVIRONMENTAL /WORKING CONDITIONS Normal working conditions as found within an office setting, wherein there is controlled temperature and a low noise level, plus a minimum of distractions. The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the functions of this job, the employee is occasionally exposed to outdoor weather conditions. The noise level in the work environment is usually quiet.
PHYSICAL ACTIVITIES The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions and expectations. Moderate diversity, low physical. Work activities which allow for a moderate amount of diversity in the performance of tasks which are not as varied as those positions with high-level diversity and decision-making. While performing the functions of this job, the employee is regularly required to talk or hear; frequently required to stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms; and occasionally required to climb or balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision; peripheral vision; depth perception; and ability to adjust focus. Explore our benefits of working for the City of Anna!
We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.
To learn more details, visit our
Join a team that values your health, wellness, and future. Apply now and build a career with lasting impact.