Executive Administrative Assistant

**APPLICATION PACKAGE DUE BY 12:00pm (NOON) WEDNESDAY, FEBRUARY 18, 2026**

Position:                                  Executive Administrative Assistant

Staff Member Type:           Administration

Reports To:                            CEO/Fire Chief

Department:                          Administration

FLSA Status:                          Full-Time; Non-Exempt

Supervisory:                           No

GENERAL STATEMENT:

The Executive Administrative Assistant provides high-level, complex, analytical administrative support within a public safety environment to the Fire Chief, Deputy Chief(s), and members of the Administration and Prevention team. Responsibilities encompass a wide range of subject matter requiring advanced organizational skills, attention to detail, discretion, and strict adherence to confidentiality.

The position supports Fire Department leadership through the preparation, coordination, review, tracking, and distribution of policies, reports, agendas, correspondence, and executive communications. The Executive Administrative Assistant maintains access to sensitive and confidential administrative, personnel-related, labor, and operational information as required to perform assigned duties, and serves as a primary administrative liaison between command staff, employees, external agencies, and the public.

Work is performed under general supervision in accordance with established policies, procedures, and priorities, and requires the ability to manage multiple assignments, meet deadlines, and provide consistent administrative support during routine operations as well as time-sensitive or critical situations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The following statements are illustrative of the duties and essential functions of the position and do not include other non-essential or marginal duties that may be required.  The District reserves the right to modify or change the duties or essential functions of this position at any time. 

• Provides daily administrative and project/process support to the Fire Chief, Deputy Chief(s), and members of the Administration and Prevention staff.


• Maintains a high level of professionalism, customer service and teamwork while performing assigned duties, including during periods of limited supervision.


• Researches, compiles, summarizes, organizes, prepares, and maintains a variety of records, files, data, and reports using multiple databases and recordkeeping systems.


• Answers telephones, distributes calls and takes messages, and provides courteous and professional assistance to the public and staff.


• Schedules meetings: coordinates room, meal, and facility arrangements; manages conference room schedules; and assists with maintaining organized work areas.


• Provides basic information-technology (IT) and audiovisual support, including assisting staff with general computer and software use, troubleshooting routine issues, supporting conference room audiovisual equipment and meeting technology, and coordinating with external IT support or vendors as needed.


• Responds to public and internal inquiries and complaints; provides information regarding District processes and services; resolves routine issues or refers matters to appropriate staff.


• Performs data entry and record updates in multiple computer systems.


• Keeps supervisor informed of work status, issues, and concerns.


• Composes, compiles, edits, and formats correspondence, forms, memoranda, reports, presentations, and other materials; maintains and retrieves database information; and ensures accuracy and integrity of records.


• Administer and update District website and social media data, as assigned.


• Receives, distributes, and processes mail and official communications.


• Assists with maintaining the office in a clean and presentable condition; coordinates maintenance of office equipment; and orders office supplies.


• Assists with District events and public interaction activities, including Fire Prevention Week, staff and community events, and management of District facility usage.


• Establishes priorities to complete assigned work within parameters and deadlines established by the supervisor.


• Assists with compliance activities related to annual deadlines, including elections, Board of Directors requirements, legal postings, and transparency and reporting obligations. (i.e. Special Districts Transparency Act/Division of Local Government requirements.)


• Manage procedures involved in maintaining compliance with Title 32 “Special Districts” legislation, Division of Local Government, and Special Election Code procedures, rules, and regulations


• Prepare and distribute District Board meeting packets; posts required meeting notices; records, prepares, and maintains official minutes and records for District meetings.


• Ensure compliance with State/Federal laws pertaining to but not limited to: Division of Local Government requirements for government/special district agencies. Ensure compliance with Colorado State Statutes for: District Board meetings and public notices, meeting notices, resolutions, and their publication when necessary, and Board member status. Assist at administrative level with budget and audit reporting and publication requirements.


• Acts as Designated Election Official for the District; monitors election calendars and filing requirements; prepares and submits required documentation; publishes public notices; and coordinates election activities in accordance with state statutes and established procedures.


• Coordinates and conducts District elections when required; monitors and researches election-related issues affecting the District.


• Responds to Colorado Open Records Act (CORA) requests in accordance with established procedures and legal requirements.


• Supports and participates in a culture of fitness and wellness by taking personal initiative to maintain physical fitness and overall wellness appropriate to the demands of the position.


• Performs other related duties as assigned

KNOWLEDGE, SKILLS & ABILITIES:

Knowledge of:

• Basic principles and practices of accounting, bookkeeping, and payroll support as applicable to administrative functions.


• Computer applications, office technologies, and techniques used in the completion of daily administrative assignments.


• District operations, organizational structure, and administrative procedures.


• Reporting, recordkeeping, and documentation requirements related to finance, administration, and District operations.


• Commonly used software and systems, including QuickBooks, Microsoft Office applications (Word, Excel, PowerPoint), Adobe Acrobat, Google applications, WordPress or similar website management platforms, and social media tools.


• Basic information technology and audiovisual systems used in an office environment, including general computer troubleshooting, meeting software, and conference room audiovisual equipment.

Skills:

• Strong organizational, time management, communication, and customer service skills.


• Mathematical skills sufficient to perform required calculations accurately.


• Skill in preparing, editing, organizing, and maintaining accurate records, reports, and correspondence.


• Skill in providing courteous, professional assistance to internal and external customers.

Abilities:

• Ability to maintain a high level of professionalism and provide quality customer service to both internal and external customers.


• Ability to handle sensitive and confidential information with discretion and in accordance with established policies and procedures.


• Ability to prioritize and manage multiple assignments, meet deadlines, and maintain attention to detail under time-sensitive conditions.


• Ability to work effectively under stress related to workload, deadlines, and competing priorities.


• Ability to exercise sound judgment within established guidelines, procedures, and supervisory direction.


• Ability to identify routine problems, recommend solutions, and escalate issues as appropriate.


• Ability to work occasional overtime as needed to meet operational or statutory deadlines.


• Ability to learn, adapt to, and apply new software, technology, procedures, and skills necessary to perform assigned duties.

EQUIPMENT, ENVIRONMENT, MENTAL, AND PHYSICAL ACTIVITIES

• Driving: May drive a District vehicle or personal vehicle in the normal course of business


• Office equipment: Daily use of calculator, copier, fax, scanner, and printer


• Computer equipment: Daily use of personnel computer; Microsoft Office Suite (including Microsoft Word, Excel, and other Apps), Google Apps and PowerPoint; Adobe Acrobat; ESO; Aladtec; Bamboo HR; First Due; Streamline (or similar website products)


• Other equipment: shedder, laminator, printer


• Language skills: Reads and interprets documents, instructions, and manuals; writes reports and correspondence using proper spelling, grammar, and style; presents information and responds to questions individually and in small groups


• Mathematical skills: Performs routine mathematical calculations including fractions, decimals, ratios, percent, and proportions.


• Reasoning ability: Interprets instructions in written, oral, or diagram; solves practical problems with little standardization and a variety of concrete variables


• Physical Activity: Sits for long periods of time; may walk, stand, bend, stoop, reach climb, carry, and lift for varying periods. Requires continuous and repetitive arm-hand-eye movement


• Lifting: May involve lifting and carrying up to 25 pounds for short periods of time


• Vision and hearing: Must have visual acuity to see and for short periods of time read paper and electronic documents; must be able to answer telephones, participate in conversations with others and respond to verbal inquiries


• Exposure to environmental conditions: May be exposed to heat, cold, noise, rain, snow, odors, fumes, traffic, and dust/dirt

MINIMUM QUALIFICATIONS:

• Associate’s degree from an accredited college in Business Administration, or related field and/or minimum of five (5) years of progressively responsible administrative support experience, including general office operations and customer service.


• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint; experience using general office technology and performing basic mathematical calculations accurately.


• Strong verbal and written communication skills, including experience preparing professional correspondence, reports, and records.


• Ability to maintain confidentiality and handle sensitive information with discretion in accordance with established policies and procedures.


• Possess and maintain a valid Colorado Driver’s License with a satisfactory driving record or be able to obtain within 30 days of employment.

• Valid BLS for Healthcare Provider card (or equivalent) or be able to obtain within 12 months of hire.


• Ability to successfully pass a background check commensurate with the position of public trust associated with the fire service.

An equivalent combination of education, training and experience that provides the required knowledge, skills and abilities may be considered. The district reserves sole discretion in determining equivalency.

PREFERRED REQUIREMENTS

• Experience providing general information technology or office technology support, including basic computer troubleshooting, software assistance, meeting technology, and conference room audiovisual equipment.


• Experience supporting executive staff, boards, commissions, or governing bodies in a public sector or special district environment.


• Experience with accounting, payroll support, or bookkeeping functions, including use of financial software such as QuickBooks.


• Experience with website content management systems (e.g., Streamline or similar platforms) and organizational social media administration.


• Experience working in a fire service, emergency services, local government, or public safety environment.

SPECIAL REQUIREMENTS

The member is required to maintain certifications the employee has at time of hiring or obtains during employment with the District.

HOURS AND WORK SCHEDULE

This is a non-exempt position that includes work during daytime hours, Monday through Friday; with potential evening, weekends and/or holidays should the need arise. This is a 40 hour per week position.

NOTE

Essential functions, as defined under the Americans with Disabilities Act, may include the above listed tasks, knowledge, skills, and other characteristics. The list of tasks is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class. 

The District reserves the right to change, update and/or amend this job description as the needs of 

the organization changes.