EMS Executive Secretary

Dept/Div:  Fire/EMS                                                                                                                       FLSA Status:  Non-Exempt

Salary: $39,319.00 - $45,218.00

General Definition of Work

Performs intermediate skilled administrative support work assisting the department with administrative and clerical duties, receiving inquires and assisting customers, collecting payments and updating accounts, performing payroll operations, and related work as apparent or assigned.  Work is performed under the limited supervision of the assigned Supervisor.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential function satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.

Essential Functions

• Assists the general public by phone, email, and in person; directs inquires to the appropriate resource as needed; may assist with customer complaints.


• Completes monetary transactions; collects payments; balances cash drawers and reports totals; receives and pays invoices; assists with department payroll and billing operations.


• Prepares letters for the Department; receives, processes, and distributes mail.


• Attends meetings; records and transcribes meeting minutes; prepares meeting invitations and packets.


• Completes required reports and documents; monitors and maintains department files; assists with permitting.


• Schedules department events, rentals, and services.


• Monitors office supply inventory; orders supplies as needed.


• Collects information and updates accounts.


• May be assigned to special projects and assignments depending on assigned department.

Knowledge, Skills and Abilities

General knowledge of standard office practices, procedures, and office assistance techniques; general knowledge of business English, spelling and arithmetic; general knowledge of  departmental programs and policies and terminology; skill in operating standard office equipment and related hardware and software; skill in customer service and professional phone communications; ability to understand, interpret, explain and apply policies and procedures; ability to communicate effectively orally and in writing with detail to spelling, grammar, and punctuation; ability to understand and apply laws and established policies to the maintenance of records; ability to deal courteously and effectively with the public; ability to establish and maintain effective working relationships with coworkers, supervisors, and the general public.

Education and Experience

High School diploma or GED and moderate experience working in a general office environment assisting with customer inquiries and maintaining records, or equivalent combination of education and experience.

Physical Requirements

This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, speaking or hearing and using hands to finger, handle or feel and frequently standing and walking; work has standard vision requirements; no special vocal communication skills are required; hearing is required to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

Special Requirements

Valid driver's license in the State of Indiana.