Town of Jupiter
Executive Assistant - Fire Rescue Department
Town of Jupiter, Florida, New York, United States
Job Summary
The Town of Jupiter, Florida seeks an Executive Assistant to provide high‑level administrative and secretarial support to the Police Chief or Fire Chief, overseeing communications, schedules, documentation, and operations within the Microsoft 365 ecosystem.
Responsibilities
Provide executive‑level administrative/secretarial support for the Police Chief or Fire Chief, processing documentation and ensuring timely completion per procedures.
Supervise, direct, and evaluate assigned staff, addressing employee concerns, conducting interviews, recommending hires, and completing performance appraisals.
Perform routine administrative tasks to relieve designated staff, bringing matters and documents to the Chief’s attention and monitoring status of pending issues.
Act as liaison with other departments, municipalities, professionals, and the public, conveying information among Town, department, and division personnel.
Manage office functions: process documentation, coordinate daily work activities, organize, prioritize, and assign work, and monitor status of work in progress.
Type, compose, edit, and proofread documentation; record and transcribe dictation, meeting proceedings, and maintain confidential files.
Screen telephone calls, mail, e‑mail, and other communications; initiate appropriate actions, respond to requests, distribute mail, and relay messages.
Maintain calendars and schedule meetings, appointments, workshops, and other activities; review schedules with the Chief, provide backups, and manage tickler files.
Coordinate approval and distribution of materials, stamp with date of distribution, make copies, and distribute to staff.
Arrange meetings (Town Council, board/commission, committee, staff, conferences, workshops), reserve rooms, obtain agenda items, prepare agendas and packets, notify participants, and record minutes.
Oversee maintenance of conference room calendar and meeting room reservations; enter and log meeting data and issue calendars.
Coordinate travel arrangements, flight reservations, accommodations, and conference registrations for designated staff.
Provide customer service functions: answer calls, greet visitors, direct callers/visitors, record messages, provide information, and resolve issues.
Monitor inventory of supplies and forms; ensure adequacy, initiate orders, conduct inventory counts, and maintain usage records.
Process payroll documentation, review timesheets, calculate wages, enter payroll data, and maintain attendance records.
Assist with budget preparation and monitoring, track expenditures, and prepare transfer forms.
Operate fax machine, send/receive documents, and distribute incoming faxes.
Copy and distribute forms, reports, correspondence, and other materials.
Process mail: sort, organize, open, distribute, sign for packages, prepare outgoing mail, and assist bulk mail‑outs.
Perform records management: maintain file systems, file documents, purge, shred or destroy confidential or obsolete documents per guidelines.
Maintain current lists, forms, manuals, binders, catalogs, and reference materials.
Conduct research of files, computer records, database files, manuals, internet resources, or other resources as needed.
Compose and complete various forms, reports, correspondence, logs, schedules, calendars, check requests, budget documents, meeting minutes, agendas, charts, spreadsheets, presentations, or other documents.
Receive and process various forms, reports, correspondence, timesheets, attendance records, invoices, budget reports, policies, and procedures.
Operate a computer: enter, retrieve, review, modify data; verify accuracy, use word processing, spreadsheets, databases, desktop publishing, and other programs.
Maintain computer system and office equipment, backup data, replace paper, ink, or toner, and coordinate repair activities.
Attend meetings and serve on committees as needed.
Maintain confidentiality of departmental issues and documentation.
Communicate with Town officials, employees, departments, vendors, contractors, consultants, local businesses, the public, community organizations, and other agencies to coordinate work activities and resolve problems.
What You'll Achieve in Your First Year
Architect the Foundation: design and implement the core administrative and communication operating system for the Command Staff.
Become the Operational Hub: establish yourself as the indispensable point of contact for the Fire Chief’s office, managing the flow of information between department, Town leadership, and the community.
Drive Tangible Efficiency: transform key departmental processes by identifying and automating critical administrative tasks, saving dozens of hours per month.
Master Your Environment: become the go‑to expert on the Town’s administrative landscape, moving from a reactive to a predictive role.
Earn a Seat at the Table: become a fully integrated and trusted partner, proactively managing priorities and ensuring flawless execution of strategic initiatives.
Minimum Qualifications
High school diploma or GED.
Educational experience or training that includes college‑level coursework or vocational training in secretarial science, bookkeeping, and personal computer operations.
Approximately three (3) years of previous experience and/or training that includes executive‑level secretarial work, office administration (preferably in a municipal environment), bookkeeping, record management, customer service, and personal computer operations.
Must obtain certification as a Florida Notary Public within six (6) months of hire.
A valid Florida driver’s license is required; a license from any state may be used for application purposes provided a Florida license can be obtained within thirty (30) days of employment.
Preferred Qualifications
Working knowledge of Microsoft Office software, including Outlook, Word, Excel, PowerPoint, and OneDrive.
Performance Aptitudes
Data Utilization : calculate and/or tabulate data and perform subsequent actions.
Human Interaction : apply principles of persuasion and influence over others in coordinating activities of a project or program.
Equipment, Machinery, Tools, and Materials Utilization : operate, maneuver, and/or control equipment, machinery, tools, or materials.
Verbal Aptitude : utilize a wide variety of reference, descriptive, advisory, and/or design data and information.
Mathematical Aptitude : perform addition, subtraction, multiplication, and division.
Functional Reasoning : carry out written or oral instructions with independent judgment.
Situational Reasoning : exercise judgment, decisiveness, and creativity in evaluating information against subjective criteria.
ADA Compliance
Physical Ability : light sedentary to light work, may involve lifting or carrying objects 5–10 pounds.
Sensory Requirements : ability to perceive and discriminate sounds and visual cues, communicate orally.
Environmental Factors : essential functions performed without exposure to adverse conditions.
Equal Opportunity Statement The Town of Jupiter, Florida, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Town will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
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Responsibilities
Provide executive‑level administrative/secretarial support for the Police Chief or Fire Chief, processing documentation and ensuring timely completion per procedures.
Supervise, direct, and evaluate assigned staff, addressing employee concerns, conducting interviews, recommending hires, and completing performance appraisals.
Perform routine administrative tasks to relieve designated staff, bringing matters and documents to the Chief’s attention and monitoring status of pending issues.
Act as liaison with other departments, municipalities, professionals, and the public, conveying information among Town, department, and division personnel.
Manage office functions: process documentation, coordinate daily work activities, organize, prioritize, and assign work, and monitor status of work in progress.
Type, compose, edit, and proofread documentation; record and transcribe dictation, meeting proceedings, and maintain confidential files.
Screen telephone calls, mail, e‑mail, and other communications; initiate appropriate actions, respond to requests, distribute mail, and relay messages.
Maintain calendars and schedule meetings, appointments, workshops, and other activities; review schedules with the Chief, provide backups, and manage tickler files.
Coordinate approval and distribution of materials, stamp with date of distribution, make copies, and distribute to staff.
Arrange meetings (Town Council, board/commission, committee, staff, conferences, workshops), reserve rooms, obtain agenda items, prepare agendas and packets, notify participants, and record minutes.
Oversee maintenance of conference room calendar and meeting room reservations; enter and log meeting data and issue calendars.
Coordinate travel arrangements, flight reservations, accommodations, and conference registrations for designated staff.
Provide customer service functions: answer calls, greet visitors, direct callers/visitors, record messages, provide information, and resolve issues.
Monitor inventory of supplies and forms; ensure adequacy, initiate orders, conduct inventory counts, and maintain usage records.
Process payroll documentation, review timesheets, calculate wages, enter payroll data, and maintain attendance records.
Assist with budget preparation and monitoring, track expenditures, and prepare transfer forms.
Operate fax machine, send/receive documents, and distribute incoming faxes.
Copy and distribute forms, reports, correspondence, and other materials.
Process mail: sort, organize, open, distribute, sign for packages, prepare outgoing mail, and assist bulk mail‑outs.
Perform records management: maintain file systems, file documents, purge, shred or destroy confidential or obsolete documents per guidelines.
Maintain current lists, forms, manuals, binders, catalogs, and reference materials.
Conduct research of files, computer records, database files, manuals, internet resources, or other resources as needed.
Compose and complete various forms, reports, correspondence, logs, schedules, calendars, check requests, budget documents, meeting minutes, agendas, charts, spreadsheets, presentations, or other documents.
Receive and process various forms, reports, correspondence, timesheets, attendance records, invoices, budget reports, policies, and procedures.
Operate a computer: enter, retrieve, review, modify data; verify accuracy, use word processing, spreadsheets, databases, desktop publishing, and other programs.
Maintain computer system and office equipment, backup data, replace paper, ink, or toner, and coordinate repair activities.
Attend meetings and serve on committees as needed.
Maintain confidentiality of departmental issues and documentation.
Communicate with Town officials, employees, departments, vendors, contractors, consultants, local businesses, the public, community organizations, and other agencies to coordinate work activities and resolve problems.
What You'll Achieve in Your First Year
Architect the Foundation: design and implement the core administrative and communication operating system for the Command Staff.
Become the Operational Hub: establish yourself as the indispensable point of contact for the Fire Chief’s office, managing the flow of information between department, Town leadership, and the community.
Drive Tangible Efficiency: transform key departmental processes by identifying and automating critical administrative tasks, saving dozens of hours per month.
Master Your Environment: become the go‑to expert on the Town’s administrative landscape, moving from a reactive to a predictive role.
Earn a Seat at the Table: become a fully integrated and trusted partner, proactively managing priorities and ensuring flawless execution of strategic initiatives.
Minimum Qualifications
High school diploma or GED.
Educational experience or training that includes college‑level coursework or vocational training in secretarial science, bookkeeping, and personal computer operations.
Approximately three (3) years of previous experience and/or training that includes executive‑level secretarial work, office administration (preferably in a municipal environment), bookkeeping, record management, customer service, and personal computer operations.
Must obtain certification as a Florida Notary Public within six (6) months of hire.
A valid Florida driver’s license is required; a license from any state may be used for application purposes provided a Florida license can be obtained within thirty (30) days of employment.
Preferred Qualifications
Working knowledge of Microsoft Office software, including Outlook, Word, Excel, PowerPoint, and OneDrive.
Performance Aptitudes
Data Utilization : calculate and/or tabulate data and perform subsequent actions.
Human Interaction : apply principles of persuasion and influence over others in coordinating activities of a project or program.
Equipment, Machinery, Tools, and Materials Utilization : operate, maneuver, and/or control equipment, machinery, tools, or materials.
Verbal Aptitude : utilize a wide variety of reference, descriptive, advisory, and/or design data and information.
Mathematical Aptitude : perform addition, subtraction, multiplication, and division.
Functional Reasoning : carry out written or oral instructions with independent judgment.
Situational Reasoning : exercise judgment, decisiveness, and creativity in evaluating information against subjective criteria.
ADA Compliance
Physical Ability : light sedentary to light work, may involve lifting or carrying objects 5–10 pounds.
Sensory Requirements : ability to perceive and discriminate sounds and visual cues, communicate orally.
Environmental Factors : essential functions performed without exposure to adverse conditions.
Equal Opportunity Statement The Town of Jupiter, Florida, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Town will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
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