District Administrative Assistant (Wilton Fire District)

COMPANY SUMMARY 

This position is being posted for the Wilton Fire District. The Fire District, located in the Town of Wilton, is a special government established to provide fire protection for its residents. The firefighting force of the Fire District, provided by the Wilton Volunteer Fire Department, is 100% volunteer, comprised of 40-50 active firefighters. The Fire District, run by a board of five volunteer Fire Commissioners, provides the governance for the organization, overseeing emergency services, financial matters, etc. with the mission to preserve life and property; promote public safety, and professionally foster community support services.

POSITION SUMMARY 

The District Administrative Assistant supports the District Director of Business Affairs in all operational areas of the Wilton Fire District. This role primarily involves administrative or clerical responsibilities and may include individual assignments, project support, or assistance to other personnel.

This is a part-time appointment to a non-competitive class position, requiring 28-32 hours per week. The role offers a hybrid work environment, earned time off, and hourly compensation. The incumbent must provide a schedule of planned worked hours in advance and be available during regular office hours, Monday – Friday, between 8:00am and 6:00pm. Occasional remote work is permitted.

DUTIES / RESPONSIBILITIES:

• Interacts with the Director of Business Affairs to ensure smooth operations; directs phone calls, organizes workflow and reminders, schedules appointments and meetings, assisting in meeting preparation and planning, manages tasks, and compiles reports.
• Writes and distributes emails, correspondence memos, letters, and forms; assists in preparation of draft documents, policies, correspondence; formats, organizes, and reviews for grammatical accuracy, prints and obtains appropriate signatures, distributes completed documents.
• Interacts with the public, members, and vendors to provide direction and assistance
• Receives all mail and distributions as appropriate; assists with packages as needed; signs for packages and coordinates deliveries as necessary.
• Compiles and enters information into necessary software programs and spreadsheets related to fire incidents, member training records and attendance, equipment inventory, repair logs, etc., to assist with periodic reporting requirements.
• Research vendors to facilitate item or service requests; coordinates requests, journals activities, schedules meetings, and assists in sourcing and placing orders; contacts vendors to resolve discrepancies in invoicing; may set up or close accounts.
• Assists the District Secretary as requested; ensures appropriate record storage and filing, conversion of records to electronic format, posting and publication as needed.
• Performs other duties as assigned or directed.
  

SKILL / ABILITIES 

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams)
• Strong organizational skills with the ability to multitask and prioritize tasks effectively
• Excellent written and verbal communication skills ("people skills")
• High attention to detail and problem-solving aptitude
• Professionalism, trustworthiness, discretion, and confidentiality

QUALIFICATIONS 

• Minimum of two (2) years of experience as an Administrative Assistant, Virtual Assistant or Office Admin Assistant (required)
• High School Diploma or equivalent (required)
• Notary Public license (preferred)

WORKING CONDITIONS & PHYSICAL EFFORTS 

• Work is performed in a firehouse office work environment
• May be required to lift up to 30 lbs.
• Ability to sit for a prolonged period
• Visual acuity for near vision, depth perception, and focus adjustment
• Continuous verbal communication and auditory engagement with staff and external contacts
• Reliable transportation to & from work locations
• Manual dexterity for computer and equipment operation
• Minimal exposure to physical risk

COMPENSATION / BENEFITS 

• Hourly: $17.46 - $25.10
• Earned Paid Time Off 
• Paid Holidays 
• Employee Assistance Program (EAP) 

Salary : $17 - $25