Administrative Specialist – Fire Department

Announcement of Employment Opportunity

Administrative Specialist

Fire Department

Hiring Range: $21.02 to $26.28 per hour

FLSA Status: Non-Exempt

Pay Grade: 105

Full Pay Range: $21.02 to $31.53 per hour

Deadline to Apply: 09/26/2025

Benefits Summary:

Major Benefits for Full-Time Regular Employees:

• A diverse range of complimentary mental health and wellness services is available including an Employee Assistance Program a free subscription to Calm and health coaching.
• Paid time off up to 20 days in first year of employment
• 10 paid holidays and 1 floating holiday per year
• Free employee only coverage for medical dental vision short-term disability and life insurance
• Free family coverage for select medical and dental plans
• Pension and long-term disability through Arizona State Retirement System click here for more details
• Supplemental benefits such as deferred compensation plans and additional life insurance

Position Summary

The City of Prescott is seeking an Administrative Specialist to provide comprehensive administrative and clerical support to the Fire Department. The responsibilities include customer-facing reception information dissemination and performing various tasks outlined in this job posting.

The Administrative Specialist will undertake a diverse range of duties such as reception scheduling records management payroll and purchasing support event coordination report preparation and customer service. This role demands confidentiality accuracy initiative and a strong sense of teamwork.

This position does not entail supervisory responsibilities. Under general direction the incumbent is expected to exercise sound judgment within established guidelines while carrying out daily activities.

Essential Duties:

• Serve as first point of contact for the public: greet/direct visitors answer phones check voicemail and respond to general inquiries.
• Provide administrative support for public education programs CPR classes community events and station tours.
• Coordinate ride-alongs with public students and partner agencies.
• Assist with department events ceremonies meetings and special projects (including recruit books and employee spotlights).
• Prepare and distribute various departmental reports; maintain training records and certifications.
• Maintain accurate records and databases (digital and paper) responsible for records retention and destruction in accordance with Arizona State Records Retention requirements and regulatory reporting. Perform purchasing and payroll support: order office supplies manage fleet reservations process invoices and support payroll/time entry.
• Draft proofread and prepare correspondence reports agendas and other official documents.
• Collect sort and distribute mail and deliveries.
• Support budget monitoring grant applications and financial reporting.
• Organize schedules calendars and reservations (conference rooms fleet vehicles and events).
• Coordinate purchasing of office supplies and oversee basic office functions such as inventory and printing needs. Provide customer support for chipping requests and other community programs.
• Perform other duties as assigned in support of department operations.

Qualifications

Education and/or Experience:

High school diploma or equivalent required. At least three (3) years of administrative experience including customer service in an office environment. Proficiency in Microsoft Office Suite (Word Excel Outlook PowerPoint) and ability to learn specialized software (Telestaff ImageTrend etc.). Strong organizational communication and problem-solving skills. Ability to maintain confidentiality and manage multiple priorities.

Preferred: Experience in fire administration public education or records management.

Licensing Certification and Other Requirements

Valid Arizona drivers license.

Knowledge Skills & Abilities

• Knowledge of modern office practices recordkeeping and customer service techniques including commonly used software tools such as Microsoft Office and other similar applications.
• Knowledge of financial/accounting and business practices including purchasing and payroll support.
• Skill in preparing proofreading and formatting documents.
• Skill in scheduling organizing and coordinating events or meetings.
• Ability to communicate effectively (written and verbal) and establish strong working relationships with staff residents and partner agencies.
• Ability to maintain calendars including room reservations and scheduling group meetings as necessary.
• Ability to pay attention to details.
• Skills in maintaining positive customer service and public reception for an organization including managing challenging interactions with the public.
• Ability to work effectively as part of a team including building relationships with internal and external stakeholders
• Skills in interpreting developing rules policies and procedures.
• Ability to maintain accurate records reports and files.
• Skills in handling and prioritizing multiple projects.
• Ability to handle confidential information and respond professionally to inquiries or complaints.
• Ability to type at least 50 wpm.

Physical Demands And Working Conditions:

• Work is performed in a standard City office environment.
• Safely operates a City vehicle and variety of standard office equipment including a computer terminal telephone 10-key calculator copier and fax machine requiring continuous and repetitive arm hand and eye movement.
• Clearly concisely and effectively communicate both in person and over the telephone.
• Safely lifts 30 pounds without assistance; performs repetitive bending twisting and walking.
• Work is performed in a safe and secure work environment that may periodically have unpredicted requirements or demands.

Required Experience:

Unclear Seniority