Administrative Assistant, Fire

Salary: $21.24 - $24.00 Hourly
Location : Southlake, TX
Job Type: Full-Time
Job Number: 2023-00602
Department: Fire Department
Opening Date: 01/30/2024
Closing Date: 2/12/2024 10:00 PM Central
The Southlake Way
Are you looking for an exciting opportunity within our premier organization? Then consider working for the City of Southlake and join our Fire Department!
As the backbone of our operational efficiency, the Administrative Assistant, Fire will play a vital role in supporting the day-to-day administrative functions critical to the success of our department. If you are a detail-oriented, organized, and proactive professional looking to contribute your skills to a dynamic and impactful environment, we invite you to explore this opportunity and be a key player in supporting the mission of our Fire Department.
The City of Southlake is a place where we come together to enrich the quality of life for those who live, work, and play here. We strive to exceed expectations by delivering memorable experiences, world class services, and a thoughtfully planned, well-maintained City. The Southlake Way inspires us to respectfully deliver excellent services, creating positive and lasting impressions. Learn more about our values .
What You Will Be Doing
Our professionals are the most important resource in our service commitment to our customers. We nurture a progressive environment where challenging, empowered, and purposeful work is celebrated.
The Administrative Assistant, Fire provides complex clerical and administrative support to the Fire Department. This is accomplished by maintaining a high level of customer service; preparing correspondence; maintaining official records; preparing packets of information for council, boards, and commissions; and preparing legal notices. Other duties include greeting and referring callers, maintaining calendars, ordering supplies, and completing other general clerical and administrative tasks.

• Accounting Duties: Gathers bids, creates PO's following city and government parameters, reconciles P-cards for department, reconciles invoices that don't match PO, assigns correct job and account codes for all P-card and PO transactions, and tracks budget.
• Office Duties: Distributes mail, answers phone, acts as first point of contact for visitors, prepares correspondence, bulk purchases janitorial supplies, and inputs Scorecard data.
• Clerical Duties: Performs general clerical duties by entering data, making copies, ordering office supplies, preparing correspondence, scheduling calendars, arranging travel, maintaining files, and arranging meetings. Serves as staff liaison to the council, boards, and commissions as assigned.
• Records Management: Acts as records custodian for assigned department by maintaining all files, agreements and documents. Responds to records requests. Maintains inventories and distributes information to the public.
• Attention to Detail: Performs tasks with care and is thorough. Checks work to ensure accuracy and completeness. Compares final work product to what is expected to find inconsistencies or errors. Remains aware and takes care of details that are easy to overlook or dismiss as insignificant.

For the complete Administrative Assistant job description, please click
The Benefits of Working Here

• Competitive pay and exceptional medical, dental, and vision benefits
• Early pay access available through UKG Wallet. Get paid without waiting for your paycheck!
• Retirement program () with City matching 2:1
• Vacation (3 weeks after 1 year), Sick, and Holiday pay
• City paid LTD, AD&D, and Life insurance
• Longevity Pay
• Tuition Reimbursement
• Champions Club Membership Discount (resident rate)
• Ongoing training
• City provided certifications
• Employee Assistance Program

What You Bring To Us

• High school diploma or equivalency.
• Two (2) years of relevant experience.
• Ability to remain flexible with your schedule. Work may require unusual hours and the ability to be on call after business hours.
• You work for the greater good of the City and live the every day.
• You graciously serve those who live, work, and play here.
• You are a good steward of City resources and are empowered to make decisions aligned with the City's strategy.
• You anticipate customer needs and relentlessly pursue solutions.
• You take pride in your work. It's your community!
• You are warm and sincere and listen with empathy.
• You own the experience and make each moment memorable.

The City offers a comprehensive benefits package to all regular, full-time employees which includes: Texas Municipal Retirement System (TMRS); 457 Deferred Compensation Plans; Medical, Dental, and Vision Insurance; Life Insurance; Accidental Death and Dismemberment Insurance; Long Term Disability Insurance; 10 days paid vacation; 10 days paid sick leave; 10 paid holidays, and one personal day.
For a detailed overview of Southlake benefits, please visit the