Administrative Assistant Fire Department (Part-time)

The City of Onalaska is seeking a detail-oriented and highly organized part-time (30 hours per week) Administrative Assistant to support the Onalaska Fire Department. This position provides a wide variety of confidential clerical and administrative functions essential to departmental operations. The role assists with payroll and budgeting functions coordinates emergency management documentation and serves as a key point of contact for the public. This position plays an important role in supporting emergency preparedness community risk reduction efforts and daily administrative operations.

Essential Duties & Responsibilities

• Prepare correspondence reports proposals agreements charts forms and other documents.
• Create edit and publish special reports including Fire and EMS response reports and the departments Annual Report.
• Process departmental payroll including time sheet review reconciliation and reporting.
• Assist with public records requests.
• Prepare permits and process fee deposits.
• Issue vendor purchase orders; process invoices; monitor and review departmental budget activity.
• Maintain onboarding materials and coordinate new employee documentation (manuals IT access etc.).
• Support the Community Risk Reduction Team and Public Education Committee through scheduling social media coordination and event preparation.
• Process and proofread confidential correspondence and press releases.
• Maintain and update the Citys Emergency Operations Plan (EOP).
• Assist the Fire Chief with compliance related to the National Incident Management System (NIMS) Community Emergency Response Team (CERT) and Emergency Operations Center (EOC) training and exercises.
• Coordinate meetings and manage administrative calendars.
• Assist in dissemination of emergency management communications.
• Support Fire Department software and notification systems.
• Manage incoming and outgoing mail and correspondence.
• Maintain office supply and uniform inventory; process purchase requisitions.
• Provide customer service by answering phones greeting visitors and responding to inquiries.
• Maintain and archive records.
• Support special projects and perform other duties as assigned.

Compensation & Benefits:Starting wage for this non-exempt position: $23.94 $27.41 per hour (Steps 16) depending on qualifications. Effective July 2026: $24.30 $27.82 per hour. Eligible for annual wage advancement upon approval.

Benefits Include: Health dental and vision insurance effective the first of the month following 60 days of employment. Automatic enrollment in the Wisconsin Retirement System (pension plan). The City offers additional voluntary benefits: flexible spending life insurance disability insurance deferred compensation pet insurance critical illness cancer and accident insurance. Paid vacation holidays and sick leave. Employee Assistance Program (EAP). Qualifying employer under the Public Service Loan Forgiveness (PSLF) Program.

How to Apply: To be considered submit an online application at: by March 5 2026. For more information contact:

City of Onalaska Human Resources

City Hall (1st Floor)

415 Main Street

Onalaska WI 54650

Phone: ext. 260

Email:

Additional Information: Flexible schedule available Monday through Friday between 8:00 a.m. and 5:00 p.m. The selected candidate will be subject to background screening post-offer/pre-employment drug screening. The City of Onalaska is an Equal Opportunity Employer and Drug-Free Workplace.

Associate degree in Office Assistant or related program and two (2) to four (4) years experience in an office setting or equivalent combination of education and experience. Previous experience in customer service required. Knowledge of municipal government structure; rules of conduct policies/procedures and bargaining unit agreements preferred. Valid drivers license preferred with good driving record.