Assistant to the Fire Chief

Job Title: Assistant to the Fire Chief - Fire Department

Statement of Duties

Performs a wide variety of complex support staff assignments including writing correspondence and issuing financial reports, maintaining office files, preparing forms and other documents, servicing the public, preparing payroll, issuing permits handling employee benefits such as injured on duty claims. Related duties as required.

Supervision

Appointed by the Town Administrator, reports to the Fire Chief, and the Deputy Fire Chief in the absence of the Chief.

Job Environment

In most instances, incumbent plans and carries out regular work in accordance within well-established standard procedures and previous training. Technical and policy matters are discussed with Fire Chief. Most day-to-day work is performed with a high degree of independence. Must observe office procedures, state and local laws, rules and regulations.

Incumbent is expected to process and handle a number of details with accuracy and completeness. In most instances, standard practices and general work applications govern the work activity of the incumbent, but are not always clearly applicable. The incumbent is expected to use judgment in selecting the appropriate course of action, and normally the choice is among available alternatives. Incumbent may be required to work beyond normal business hours.

Errors made could result in delay or loss of service, negative public relations, monetary loss, and legal liability to the town.

The incumbent has constant contact with fire department staff, some public contact and frequent contact with town staff through office proceedings and activities, answering of questions, payments, payroll and processing of accounts payable. Contacts occur in person, through use of the telephone, email and written correspondence.

The incumbent has access to information pertaining to confidential employee and client (ambulance) records.

Essential Functions

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

Maintains all personnel records of vacation time, earned leave time, personal time, compensatory time, sick time, bereavement and disability leave both earned and taken for approximately 50 firefighters, dispatchers and officers. Generates weekly reports of same.

Maintains Town bookkeeping system, both via Budget Sense and manual, to process all departmental expenditures against the budget. Maintains all departmental accounts payable and receivable, assuring proper coding of accounts. Generates purchase orders, letting the requester know when they are approved, matching them with invoices and processing them for payment. Keeping computer records to track expenses against budget.

Calculates and prepares departmental payroll including salaries, overtime, training, differentials, details, holiday pay, longevity, educational incentive, clothing allowances, sick leave buy-back, and step increases. Submits weekly to the Treasurer’s Office. Processes payroll changes for new employees and effect annual step increases as applicable.

Maintains file of Firefighter Credentials, ensuring they are accurate and up-to-date and meet the requirements of auditing inspections.

Receives and processes permit applications for propane storage, oil tank/burner removals and installations, smoke detector inspections, underground tank removals, blasting, and other miscellaneous permits, keeping accurate records of each.

Serve as contact person for all Injured-on-Duty claims, files initial claim, obtain treatment approval from Fire Chief, processes medical bills, works with insurance carrier to insure bill accuracy and affect any adjustments; keep track of employee progress and return to work status.

Coordinates annual burn permit sales, including set-up and daily collection of money. Balances report for accuracy against permit sales, and submits for deposit.

Serves as contact person for attorney and other legal requests for patient information and run reports, ensuring compliance with HIPPA regulations.

Ensures all contractual benefits under collective bargaining agreement for fire are met, processed and delivered in a timely and accurate manner.

Tracks clothing allowance accounts throughout year for clothing purchase invoices and in-house purchases. Orders and maintains stock of t-shirts and hats for both firefighters and officers.

Assist residents and visitors with general information.

Assists Fire Chief with day-to-day office operations as needed and requested. Assists all members of the Fire Department with questions and/or concerns.

Routinely required to answer general inquiries related to departmental payroll, benefits, shifts and related information.

Receives, opens, and distributes mail to proper persons. Orders all office supplies, postage and printing materials.

Minimum Required Qualifications

Education and Experience

High School Diploma or GED required. Some college strongly preferred. Three to five year’s office management or clerical experience in a municipal setting; any equivalent combination of education and experience that demonstrates ability to perform job.

Knowledge, Skills and Abilities

A candidate for this position should have a thorough knowledge of spelling and arithmetic, proficiency in software applications particularly of a financial nature; ability to conduct arithmetical computations and tabulations with speed and accuracy; ability to maintain confidential information, keep complex records and prepare accurate, detailed reports from such records; perform routine office management tasks and functions without referral to a supervisor; ability to establish and maintain effective working relationships with other staff, local officials and the public.

Physical and Mental Requirements

Work is performed primarily in an office setting. The incumbent works in a moderately noisy setting. There is minimal risk of personal injury. Physical demands generally involve standing, walking, talking or listening/hearing, stooping, kneeling, up to 2/3 of the time; reaching with hands or arms more than 2/3 of the time; and sitting and using hands more than 2/3 of the time. Seldom is weight lifted or force exerted up to 10 lbs. The position has normal vision requirements. Equipment used includes personal computers, office machines, telephone.

Job Type: Full-time

Pay: $28.05 per hour

Expected hours: 35 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $28