Administrative Assistant - Fire Department Part Time

The Town of Kittery has an immediate opening for a part-time Administrative Assistant to the Fire Chief.  The standard schedule for this position will be Monday through Friday from 8:00 a.m. to 12:00 p.m.  The pay rate for this non-exempt, non-union position is $27.00 per hour.  This position is not benefit-eligible but is eligible for Maine State Earned Paid Leave. 

The purpose of the Kittery Fire Department Administrative Assistant is to, under the general supervision of the Fire Chief, or his/her designee, fulfill a diverse set of responsibilities focused on optimal management of the Kittery Fire Department.  Duties include but are not limited to: exercising significant initiative and independent judgment in managing and enhancing the business services, office management, and planning of the department; maintaining quality, accuracy, integrity, and confidentiality of data and information; and serving as an excellent front-line representative of the department to internal and external stakeholders. 

Essential Duties and Responsibilities

The following duties are normal for this position.  These are not to be construed as exclusive or all-inclusive.  Other duties may be required and assigned.

• Performs a variety of customer service functions as a primary point of contact with the department.  Receives communications, telephone calls, permitting requests, and visitors to the department.  Screens, refers, directs, and responds to requests for information and/or service;
• Primarily provides all facets of administrative support to the Fire Chief, including assistance in the development, research, design and implementation of various projects, programs or policies.  Interprets, communicates and ensures implementation of Fire Chief’s directives and frequently assists the Command and Operational staff with administrative tasks;
• Conducts business operations for the fire department; processes payroll, prepares accounts payable and accounts receivable, verifies and inputs data in accordance with the Town’s Business Office; 
• Assists the Fire Chief, Command staff and Coordinators with the formulation, implementation, tracking, forecasting, and reporting of the departmental budget; compiles and maintains a variety of statistical data pertaining to Departmental operations to be utilized in budget development and evaluation; 
• Assists with human resources administration for the department and all required documentation and filing; 
• Anticipates and prepares professional correspondence, communications, reports, and documents as necessary for department operations; assists with web presence and social media;
• Maintains and enhances the department’s complex electronic and physical filing systems; maintains record of general memos, orders, operating procedures and guidelines, meeting minutes, personnel, and medical records;
• Procures all supplies and equipment necessary for administrative activities and business functions and coordinates maintenance and support the department’s physical facility and technology infrastructure;
• Performs other related duties as assigned. 

Essential Knowledge, Experience, Skills and Abilities

• High school diploma or GED required, with a minimum of two years’ experience in computer applications, customer service, office services, or related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position;
• Must possess a valid driver’s license;
• Advanced computer skills, including complex word-processing, email, spreadsheets, database management, use of search engines, and keyboarding skills;
• Effective written and oral communication skills. (proper use of spelling, vocabulary, grammar, business writing and letter composition);
• Analytical, business office, accounting and organizational skills;
• Ability to communicate effectively and in an appropriate professional manner, and to convey or exchange information;
• Ability to establish and maintain effective relationships with internal and external customers;
• A high level of attention to detail, accuracy and the ability to establish own work plan, prioritize, complete and coordinate multiple projects and deadlines;
• An appreciation for the importance of public relations and the political process;
• Ability to maintain strict confidentiality;
• The ability to maintain composure under pressure and in stressful situations. 

Physical Requirements

The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be physically able to operate a variety of machines and equipment, including, but not limited to: computer, keyboard, printer, calculator, telephone, copy/scanner/facsimile machines, postage machine and shredder;
• Must be able to move or carry job-related objects and materials up to 50 pounds;
• Must be physically capable of reaching to obtain and move various books, printouts, file boxes, computer paper, etc.;
• Work is normally performed in an office environment; must be able to sit for long periods of time. 

Please complete the application located on our website at www.kitteryme.gov under employment opportunities and submit a cover letter, resume and three professional references to: 

Town of Kittery

Attn: Human Resources

200 Rogers Road, Kittery, ME 03904

jobs@kitteryme.org 

Accepting application packets until position is filled. 

The Town of Kittery is an Equal Employment Opportunity Employer and is committed to excellence through diversity in its staff.  We strongly encourage all qualified individuals to apply.