Administrative Secretary - Fire Marshal

The City of Lancaster is seeking an organized, dependable, and professional Administrative Secretary – Fire Marshal to provide administrative support to the Fire Marshal’s Office.

Under the direction of the Fire Marshal, this position supports daily office operations, records management, personnel and payroll documentation, correspondence, reporting, supply coordination, and other administrative functions. The position also has frequent contact with residents, employees, and other customers by telephone, in person, and through written correspondence.

The ideal candidate is detail-oriented, comfortable handling multiple priorities and interruptions, able to maintain confidential and sensitive information, and committed to providing courteous and professional service in a fast-paced environment.   

At the City of Lancaster, we serve our community with PRIDE:

Productivity – Take ownership of assignments and complete work accurately and efficiently.
Resourcefulness – Use available information, technology, and resources to improve workflow and solve problems.
Integrity – Handle information responsibly, act ethically, and be proud of the work that has your name on it.
Dedication – Support the department with professionalism, reliability, and a commitment to service.
Excellence – Work collaboratively, maintain high standards, and continuously look for ways to improve.

• Analyzes and organizes office operations and administrative procedures.
• Assists with bookkeeping and other administrative financial functions.
• Assists with preparation and processing of payroll-related information.
• Maintains and processes personnel-related information and records.
• Organizes and maintains filing and information-management systems.
• Coordinates the requisition and maintenance of office supplies and other clerical services.
• Uses appropriate software applications to support efficient and productive office operations.
• Researches and develops resources and processes designed to improve workflow and efficiency.
• Establishes and maintains consistent correspondence procedures and document standards.
• Develops and follows procedures for the systematic retention, protection, retrieval, transfer, and disposal of records.
• Reviews clerical and personnel records for completeness, accuracy, and timeliness.
• Prepares activity reports and other information for management review.
• Coordinates administrative and clerical activities within the department.
• Provides professional customer service to residents, employees, and other customers in person, by telephone, and through written correspondence.
• Organizes and maintains records and information so they remain current and accessible.
• Manages multiple assignments, deadlines, and changing priorities in a fast-paced environment with frequent interruptions.
• Maintains regular and reliable in-person attendance.
• Performs other related duties as assigned.

Supervisory Responsibilities:
This position has no supervisory responsibilities.High school diploma or General Education Development (GED) certificate; or one year of related administrative, clerical, office support, or similar experience; or an equivalent combination of education and experience. 
The successful candidate should demonstrate the ability to:

• Provide professional and courteous customer service.
• Manage multiple assignments, interruptions, deadlines, and changing priorities.
• Maintain organized and accurate records and files.
• Handle personnel and other sensitive information appropriately.
• Prepare routine reports, correspondence, and administrative documents.
• Read and interpret safety rules, operating instructions, procedure manuals, and other work-related documents.
• Communicate clearly and professionally with employees and members of the public.
• Use sound judgment when handling routine administrative matters and customer concerns.
• Perform basic mathematical calculations involving whole numbers, fractions, decimals, rates, ratios, and percentages.
• Work independently while effectively supporting the Fire Marshal and departmental staff.

Working knowledge of Microsoft Excel, Microsoft Word, Adobe Acrobat, and similar office software is expected.

A valid driver’s license is required for this position. The approved job description does not specify a particular license classification.