Do you want to be a part of the team that makes the City of Palm Beach Gardens the signature place to live, learn, work and play? We provide world class services, parks, community centers, athletic fields, golf, tennis and pickleball, and public safety. This can only happen when the best, brightest, talented, and committed individuals work for our City. We encourage like-minded individuals to apply to join our culture of excellence as part of our team! Come join our family!

Summary

This position is responsible for administrative work in assisting the Fire Chief and command staff in matters associated with the operation and administration of the Department. Duties encompass complex, often confidential, administrative tasks and projects requiring independent judgment and action.

Essential Function Duties and Responsibilities

• Acts as confidential assistant to the Fire Chief.
• Provides administrative and clerical support to the command staff, as needed.
• Prepares and reviews a variety of written material, including letters, emails, memoranda, presentations, and reports, often of a confidential or sensitive nature.
• Tracks City Council directives and ensures department follow through.
• Aids staff members to facilitate timely completion of assignments, as directed.
• Prepares and processes required financial reporting including coordinating travel, compiling budget requests, and preparing authorization reports.
• Schedules appointments, coordinates meetings, and maintains the department calendar.
• Schedules ride-alongs according to departmental policy.
• Serves as the department’s EMS billing liaison.
• Serves as the secondary Records Management Liaison Officer (RMLO) for the department and processes public records requests, as needed.
• Inputs data to standard office and department forms and systems; maintains filing systems and indexes.
• Coordinates and manages all aspects of department ceremonies and other special projects, as assigned.
• Answers and routes inquiries and phone calls, receives the public, and provides customer information and assistance, as required.
• Processes and routes all department mail.
• Maintains departmental standards and procedures in accordance with City policies.
• Evaluates and develops procedures to improve productivity, relevance, accuracy, and motivation, as it relates to administrative practices.
• Establishes and maintains liaison with other fire rescue agencies as well as state, local, federal, and public officials and community members.
• Serves as a committee member and/or department representative, at the Fire Chief’s discretion, for special projects, activities, and events.
• Reports for duty, as assigned, in emergency situations.
• Performs any other related duties as required or assigned.

Minimum Qualifications

• Associate’s Degree in Business Administration or related field, and
• Must be certified as a Notary Public within 6 months, and
• Considerable knowledge of municipal government administration or
• Any related combination of training and experience

Special Qualifications/Preferences

Valid Florida State Driver’s License with a good driving record

Eligibility:Coverage in the City’s group insurance plans begins the first of the month following thirty (30) days of employment.
Health Insurance:Choice of three (3) plans provided through Florida Blue. Employee contributions are required toward the cost of this insurance on a bi-weekly basis as follows

On-Site Employee Health and Wellness Center:Available for use by employees, spouses and dependents enrolled on the City’s Health Plan. No-copays for doctor’s visits, labs, physicals, or prescription drugs dispensed at the Center
Dental Insurance:PPO plan offered through Humana, provided at no cost
Life Insurance:Two (2) times annual salary up to a maximum of $100,000 provided at no cost
Short Term Disability:Non-probationary employees eligible for 60% of salary up to 26 weeks, provided at no cost.
Long Term Disability:60% of salary up to $5,000 monthly, provided at no cost
Employee Assistance Program: Six (6) visits per calendar year, per issue, provided at no cost.
Wellness Program: Voluntary wellness initiatives that promote and reward health awareness.
Pension Plan:Provided through the Florida Retirement System (FRS). Choice between the Investment Plan with a one (1) year vesting schedule, and the Pension Plan with an eight (8) year vesting schedule. Mandatory 3% pre-tax contribution.
Holidays:Eleven (11) days per calendar year. One (1) Floating Holiday per calendar year.

Personal Leave:Sixteen (16) hours accrued monthly used for vacation, illness, or personal time away from work. Personal Leave is tiered based on years of service and increases overtime.
Optional Voluntary Benefits:Vision Care Insurance Plan, Supplemental Life Insurance, Flexible Spending Accounts, AFLAC Group Policies, 457 Deferred Comp Plan, Roth IRA, Recreation Program Discounts, Day Care Discounts, Free EV Charging Station, Flexible Schedules, Public Service Loan Forgiveness (PSLF) eligible employer under the U.S. Department of Education’s PSLF Program.