Executive Assistant

This is a professional non-exempt position. Work is performed with little direct supervision under the general direction of the Administrative Division Chief. The Executive Assistant position provides general office management, clerical activities and technical assistance in support of all the Divisions within the Destin Fire Control District.

Responsibilities:

• Screen all incoming calls
• Greet and accommodate vendors and visitors
• Receive, sort and process mail and correspondence
• Maintain general filing systems
• Assist in planning and preparation of meetings and conferences
• Attend and transcribe minutes of all Fire Commissioner and Board of Trustee meetings
• Write and edit correspondence for Division Chiefs as needed
• Maintain inventory of station and office supplies
• Maintain and distribute inventory of uniforms
• Assist with maintenance of District records
• Assist in fulfillment of public record requests
• Assist with registration of participants in various District programs
• Update website as needed
• Assist with tracking and maintaining employee records
• Arrange travel and accommodation for employee education/training courses
• Performs other job-related duties as required or assigned

​Knowledge, Skills, and Abilities:

• Excellent verbal and written communication skills
• Excellent organization skills
• Strong proofreading and editing skills with exceptional attention to detail
• Ability to work confidentially with discretion.
• Strong knowledge of computer operations to include: Microsoft Office Suite (Word, Excel, Outlook)
• Knowledge of standard office practices, procedures, equipment, and techniques.
• Ability to manage assigned responsibilities with competing demands, changing priorities, and required timelines and work under pressure to meet deadlines.
• Ability to work in a team environment and establish and maintain effective and cooperative working relationships with District officials and employees, members of the public and representatives of other agencies toward the accomplishment of assigned projects.

Qualifications:

• High school diploma; or equivalent
• Previous experience in office management or administrative support is preferred
• Valid Florida Driver’s License