Internal Only - Office Administrator

NOTICE OF JOB POSTING

Open to current members of Town of Bridgewater B.A.A. union only

POSITION TITLE: OFFICE ADMINISTRATOR

FIRE DEPARTMENT

BRIDGEWATER ADMINISTRATIVE ASSOCIATION – GRADE 10

PART-TIME (25 HOURS PER WEEK)

PAY RANGE: $31.9515 TO $42.9455 PER HOUR

POSITION OVERVIEW:

Provides administrative support to the Fire Department to ensure efficient daily operations. Responsibilities include public service scheduling, responding to inquiries, preparing reports, processing permits in coordination with the Fire Prevention Officer, assisting with grant administration, and performing payroll functions. Collaborates with the Finance team and other Town departments on organizational initiatives and projects.

Requires strong organizational, communication, time management, and attention-to-detail skills. Must demonstrate proficiency with office software, including intermediate spreadsheet skills and database maintenance, as well as internet research capabilities. Must be adaptable, willing to learn new processes and software, and able to manage multiple administrative responsibilities in a fast-paced environment. Reports to the Fire Chief for daily administrative duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Performs administrative and office support activities for the Fire Chief and Deputy Fire Chief


• Accurately complete department’s weekly payroll and accrual reports.


• Greets and directs visitors to the Fire Station; answering phones, taking messages; answering inquiries requiring a knowledge of terminology, organization, supervisors’ responsibilities, etc.


• Manages routine inquiries and issues, and refers more complex issues to the Fire Chief, Deputy Fire Chief or Officer in Charge.


• Coordinates and arranges meetings for the Fire Chief and Deputy Fire Chief; reserving meeting space as required.


• Attends project meetings to discuss and present data, as assigned by Fire Chief.


• Maintains inventory of supplies and equipment; places supply orders as needed.


• Reconcile and submit Hazmat and Detail reimbursements.


• Maintains organized records and filing system for the department.


• Process invoices and submit them to the Finance Department.


• Schedule inspections and process payments for permits.


• Assist in the processing of Ambulance billing daily.


• Performs similar or related work as required.

QUALIFICATIONS:

• Superior interpersonal skills


• Self-starter


• Excellent time management skills and ability to multi-task and prioritize work


• Attention to detail and problem-solving skills by not just identifying issues but actively help to develop an effective means to resolve them.  


• Professionalism – Achieve a high level of professional skills/knowledge in job-related area. Must have excellent customer service skills.


• Accountability – Holds self-accountable for delivering quality results. 


• Ethics and Integrity – Consistently follow policies and procedures.


• Teamwork – Eager to work with others to achieve goals of both the department and the organization


• Positivity – This position requires an individual who can maintain an optimistic outlook in the face of challenge and who is positive to work with.

EDUCATION & EXPERIENCE:

Any combination of education and experience that provides the required knowledge and abilities will be considered. A typical candidate will have:

• Over five (2) years of administrative experience; experience in a municipal government environment is desirable, but not necessary to be successful in this role.


• Must possess and maintain a valid Massachusetts Driver’s License.


• An associate degree from an accredited college or university is preferred.

Diversity & Inclusion is a key component of our success as an organization. The Town of Bridgewater is an Equal Opportunity Employer and encourages all qualified individuals—regardless of background, experience, or strengths—to apply.