The Administrative Assistant is assigned to provide administrative support the department and Community Risk Reduction (CRR). This position coordinates the scheduling of events, prepares correspondence/reports, maintains records, and supports open dialogue with colleagues and external partners.
• Answer phones, greets guest and directs incoming calls to the correct individual/division
• Handle general requests for information and forwards to appropriate division
• Review/forward/process the group email (smoke alarm requests, community room requests, public event requests, open records, incident report requests, fire drill requests, etc.)
• Assist in scheduling room rental and suppression personnel participation in crewsense & ESO (community events, birthday parties, scout troops, HOA, ETC.) AR
• Prepare and coordinate CRR invoices related to adopted fee schedule and tracking of such fees.
• Assist CRR with preparation of correspondence and reports
• Assist with routine and special audits
• Assist with entering and tracking CRR training documentation
• Prepare purchase orders for CRR
• Assist CRR leadership with monthly scheduling of inspection locations for team (obtaining emails for locations 30 days prior to inspection, updating excel assignment sheets, etc.)
• Assist Inspectors in obtaining contact information for new locations found in the field
• Assist leadership with weekly updates to the command staff
• Assist on Power BI-monthly reporting
• Monitor community Facebook posts (relating to events, food trucks, fireworks, road closures, etc.) and inform Fire Marshal of such
• Track and keep spreadsheets of community events for inspector outreach and educational needs/assignments.
• Assist with needed or updated QR codes
• Assist with budget PowerPoint (orders, office equipment, tracking accounts)
• Assist in updating process/procedures/flow-charts
• Attend CRR community events when requested (set up, work booth, break down)
• Attend courses and conferences targeted toward CRR topics
• Plan and track travel plans for CRR employees
• CRR inventory assistance (both inventory and purchasing office supplies, handouts, hats, smoke detectors, etc.)
Benefits include:
- Full Family Paid Heath, Dental, and Vision Insurance
- Short Term/Long Term Disability
- Kentucky County Employee Retirement System
- Generous vacation, sick, and personal time