The Executive Assistant position is responsible for providing clerical and administrative support to the Fire Department. Specifically, manage projects and functions; provide daily oversight to the part time administrative assistant; maintain working relationships with all city departments; customer service needs to residents, the public, vendors and more. The fire department would include – but not limited to – two (2) Chiefs, four (4) Captains, eight (8) Lieutenants, and one (1) Fire Inspector. This applicant must also report directly to the Fire Chief and occasionally the Deputy Chief.

MINIMUM QUALIFICATIONS

A combination of education and experience equivalent to: High School Diploma/GED is required; four (4) to six (6) years of related experience with no supervisory experience required.

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Manage department scheduling program to implement processes, procedures, report data, etc.
• Track updates and departmental changes as needed to confirm with the city policies and procedures.
• Coordinate with other departments to ensure requirements are met and adhere to policies.
• Delegate and assign work to specified employees, as needed.
• Process payroll, track overtime, submit workers compensation to Human Resources, in addition to other relevant data.
• Use EMS Reporting program to generate and download billing reports. Then upload the invoices to third party billing company. Reconcile billing to ensure all equipment, services, items, etc. is accounted for.
• Answer and clarify patients’ questions regarding billing that is associated with Medicare, attorneys, etc.
• Coordinate with facilities manager and various vendors for building maintenance issues and ensure the projects are completed.
• Process and submit Fire Department purchase orders accordingly. Obtain the required documentation for accounts payable purposes then coordinate with firefighter or Chief to ensure the purchase was necessary.
• Organize travel arrangements as the Fire Department sees fit. Verify all training forms and travel documents have been completed. This includes – but not limited to – arranging flights, hotels, vehicles, travel itinerary, training registrations, travel advances, estimate costs, travel packet, payments, travel reimbursement, etc.
• Manage the Fire Department records, according to State of Illinois retention requirements. Ensure requirements for HIPAA, FOIA, and other state regulatory requirements are met.