Job: Fire Department Deputy Administrative Assistant

Job Description

Job Type: Full time, Hourly

Wage: $24-$26/hr.

Location: Leadville, CO.

Job Description:

Under general supervision, performs a variety of administrative, clerical, and office support functions for the Fire Department. This position provides administrative assistance to department leadership, supports daily office operations, maintains records, and serves as a point of contact for employees, partner agencies, and the public.

Work requires the application of established policies, procedures, and administrative practices, with the exercise of independent judgment within defined guidelines.

Essential Duties and Responsibilities

Administrative Support

 Provide administrative and clerical support to the department staff, and Administrative Assistant

 Prepare correspondence, reports, forms, memoranda, and departmental documents

 Maintain calendars, schedule meetings, and coordinates logistics for internal programs

 Answer phones, respond to inquiries, and provide information to the public and staff

 Provides billing for wildland fire deployments

 Coordinates efforts with the City Planning and County Building Departments for Code Enforcement

Records Management

 Maintain accurate departmental records including personnel files, training records, certifications, and operational documentation

 Organize and retain records in accordance with city and state retention requirements

 Assist with preparation and tracking of reports required by local, state, and federal agencies

Personnel & Payroll Support

 Assist with employee onboarding documentation and tracking

 Maintain staffing rosters, leave records, and timesheets as assigned

 Coordinate with county HR and payroll departments

 Assist with recruitment postings, application processing, and interview coordination

Financial & Purchasing Support

 Assist with purchase orders, invoices, and expense documentation

 Track budget expenditures and maintain supporting documentation

 Coordinate with finance staff regarding payments, reimbursements, and accounts

Board & Meeting Support

 Prepare agendas, packets, and supporting documentation for board or committee meetings when assigned

 Record and transcribe meeting minutes when assigned

 Maintain official records of board actions and resolutions when assigned

General Office Operations

 Maintain office files, databases, and electronic records

 Order office supplies and coordinate administrative equipment needs

 Assist with department correspondence, mail, and document distribution

 Perform special projects and related duties as assigned

Minimum Qualifications

 High school diploma or GED

 Two (2) years of clerical or administrative support experience

 Proficiency in standard office software including word processing, spreadsheets, and email systems

 Ability to maintain confidentiality and handle sensitive information

Preferred Qualifications

 Experience in a county, municipal, or special district environment

 Experience supporting public safety, fire, or emergency services departments

 Familiarity with government records retention requirements

 Associate’s degree in business administration, public administration, or related field

Knowledge, Skills, and Abilities

 Knowledge of modern office practices and procedures

 Skill in professional written and verbal communication

 Ability to organize work, set priorities, and meet deadlines

 Ability to interpret and apply policies and procedures

 Ability to establish and maintain effective working relationships

 Ability to work independently with minimal supervision

Work Environment & Physical Demands

 May require attendance at evening meetings 

Disclaimer This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Duties may be modified at the direction of the Fire Chief or city administration.

Compensation: The Deputy Administration Assistant position is a full-time position and requires of 40 office hours a week. The pay range is $24 - 26 per hour.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.  

**Disclaimer: The duties and responsibilities described above are not a comprehensive list and additional tasks may be assigned to the employee, time to time; the scope of the job may change as necessitated by business demands. Click “View Application” below for more detail on this specific job.