Summary
Description
GENERAL POSITION SUMMARY
The Assistant to the Fire Chief is responsible for supporting South Metro Fire Rescue’s operations by delivering high-level, complex, and sensitive executive assistance to the Fire Chief, Board of Directors, and Chief Governmental Affairs Officer. This position also manages the front desk operations, oversees records management, and coordinates election administration for the District, requiring a comprehensive understanding of SMFR operations, sound judgment, strong technical skills, and the ability to navigate critical public interactions while providing exceptional customer service.
ESSENTIAL DUTIES AND RESPONSIBILITIES (The following statements are illustrative of the duties and responsibilities of the position and do not list every duty that may be required of the employee for this position. The District retains the right to change the duties and responsibilities of the position at any time without notice.)
Supervision and Customer Service
Serves as the primary point of contact for the Fire Chief, the Board of Directors and the Chief Governmental Affairs Officer; serves as the first point of contact for internal and external phone calls and email correspondence for the Fire Chief and Chief Government Affairs Officer; provides information and assistance to citizens; answers questions and provides information; resolves or escalates issues to appropriate personnel.
Supervises the Receptionist position; ensures excellent customer service for internal and external customers’ first point of contact; mail/delivery distribution, meeting room scheduling for internal and external customers, station tour & engine demo program for external customers, maintenance of general office, kitchen, and copier supply inventories; maintains organizational letterhead & envelope supplies and orders business cards.
Executive and Board Support
Provides a variety of administrative support functions to the Fire Chief, Board of Directors, and the Chief Governmental Affairs Officer; orders and maintains supplies; collects and distributes mail; maintains office records and filing systems; maintains calendars, contract/agreement files, historical records, and memberships.
Drafts and edits reports, presentations, memos, and board correspondence.
Assists in the development of the Executive Division & Government Affairs budgets, monitors budget status and reconciles monthly purchase card statements.
Assists the Board of Directors, Executive Team and members with specific questions and projects.
Meets regularly with the Fire Chief and Chief Government Affairs Officer to provide and receive information for planning, organizing, and operating purposes.
Provides specific assistance to Government Affairs including intergovernmental relations, agreements, and participation, inclusions and exclusions, board of director support, legislative initiatives, document management, and similar projects.
Assists with coordination of various events, secures rooms/locations; prepares invitations or notices for events; provides logistical support for events including meeting materials, presentations, refreshments, set up and take down, etc.
Assists with coordination of seminars and conferences, registers participants and prepares travel arrangements for attending personnel.
Serves as a Notary Public for the Department.
Maintains board, election, station tour, and meeting room web pages.
Coordinates with Facilities to provide personnel and tenants with timely notification regarding safety testing, maintenance activities, and cleaning schedules.
Provides specific assistance to the Strategic Services Bureau including administrative support related to accreditation, ISO, and similar projects.
Participates in Special District Association workshops and annual conferences.
Records Management
Serves as recording secretary for the Board of Directors; prepares, distributes, and posts agendas, monthly information packets and meeting agendas publicly; attends board meetings and records and transcribes meeting notes, posts financial reports, schedules, and other records for the Board of Directors, as required.
As mandated by the Board of Directors, serves as the Official Custodian of Records for the district and is responsible for the maintenance, care, and keeping of public records in compliance with the State of Colorado Special Districts Records Management Manual.
Manages and updates records retention schedule for the district, ensures proper retention, archival and secure destruction of records; oversees electronic and/or paper filing systems.
Enforces record retention policies across the organization; collaborates with and trains department liaisons on district procedures and requirements regarding record handling.
Serves as the first point of contact for Colorado Open Records Act (CORA) requests; ensures timely and accurate responses in compliance with state laws and SMFR’s Open Record’s Policy; coordinates the intake, tracking and fulfillment of records requests.
Prepares and files annual reports for the State of Colorado, Division of Local Governments, and the National Fire Protection Association.
Maintains knowledge of applicable records laws and associated requirements on behalf of the district.
Coordinates the annual, legally compliant destruction of records in alignment with retention schedules.
Election Administration
As mandated by the Board of Directors, serves as the Designated Election Official for the District in the planning, implementation, and coordination with the counties, and execution of public elections for the election of members to the Board of Directors and other ballot issues.
Serves as the election filing officer; posts notices and provides support to candidates regarding the required steps of the filing process; prepares and provides information packets including necessary forms, disclosures, and eligibility information; verifies candidate information and candidate eligibility; collects and notarizes signed forms; manages submissions and election deadlines.
Maintains official election records including registration data, polling place assignments and information related to ballot materials; assists with reviewing ballot content before printing.
Recruits, trains and coordinates election judges; ensures hired election judges meet the legal requirements of the position and are properly assigned to polling locations during elections.
Coordinates the use of polling machines; ensures thorough testing and compliance with legal standards.
Certifies election results; ensures accurate entry and reporting of election outcomes.
Performs other duties as assigned.
MINIMUM QUALIFICATIONS
EDUCATION, EXPERIENCE, LICENSES & CERTIFICATIONS (An equivalent combination of education, training, and experience that demonstrates the ability to perform the duties of the position is qualifying.)
Associate’s degree in public administration, business administration, or a related field is required. A bachelor’s degree is preferred.
Three (3) years of highly responsible executive support, including experience in records management and election administration is required. Fire administration experience preferred.
Must be licensed as a Notary Public.
Possess and maintain a valid Colorado Driver’s license with an acceptable driving record in accordance with the SMFR’s Driving Records Policy.
Must obtain CPR certification within one (1) year of hire.
Certified Municipal Clerk (CMC) designation highly desirable.
NECESSARY KNOWLEDGE, SKILLS, AND ABILITIES
Ability to demonstrate strong customer service orientation.
Ability to perform a wide variety of highly responsible, sensitive, complex and detailed administrative support duties.
Knowledge of and the ability to implement Colorado Revised Statutes (as they pertain to Special Districts), the Colorado Open Records Act, and new laws enacted by the State Legislature.
Knowledge of special district election laws including understanding candidate filings requirements, election logistics, and election execution, in coordination with the State of Colorado and impacted counties.
Ability to interpret and apply the principles and practices of public records management, including organizing, archiving and destroying records.
Ability to work collaboratively with various departments and train in proper records management procedures.
Ability to read, interpret, apply, and communicate the District’s operative guidelines and regulations.
Ability to establish and maintain effective working relationships with other SMFR employees, the public, and community organizations.
Knowledge of principles, practices, and techniques of fire administration, including record keeping, billing, record requests, policy, and procedure.
Ability to manage multiple projects simultaneously, respond to changing priorities, work with frequent interruptions, and adhere to deadlines in stressful situations.
Ability to lead and support the Receptionist by maintaining a high standard of customer service.
Ability to supervise, train, mentor, and monitor the performance of the Receptionist to ensure a professional and welcoming environment.
Ability to design, coordinate, and lay out project materials for meetings and trainings.
Ability to provide clear concise verbal and or written instructions to other employees and supervisors.
Skill in verbal and written communication and the ability to comprehend broad and complicated conceptual ideas or strategies and implement such ideas or strategies.
Ability to prepare clear, concise, and accurate reports, correspondence, and other written materials.
Ability to attend bi-weekly evening meetings.
Ability to work independently and set priorities.
Ability to interact well with a diverse population with outstanding interpersonal and communication skills.
Ability to work with confidential and sensitive information and exercise discretion and judgment on sharing such information.
Knowledge of current versions of SMFR's hardware and software applications, including telecommunications, word processing programs, office equipment, copiers, and audio/visual devices.
Knowledge of business principles and office practices and procedures including business writing and mathematics, report and correspondence development, and records management.
Knowledge of modern office practices and procedures.
SUPERVISION RECEIVED
Works under the general supervision of the Fire Chief. Also receives direction from the Chief Government Affairs Officer.
SUPERVISION EXERCISED
Supervises the Receptionist.
EQUIPMENT AND SYSTEMS
Requires frequent use of personal computer, including various software packages, database and spreadsheet programs, telephones, mobile computers, copy machines, cameras, and other general office equipment.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly in a sedentary position. The employee may also be required to perform climbing, balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing, seeing and repetitive motions. Requires nimbleness of hands for typing and writing. May be required to lift up to 25 pounds.
WORK ENVIRONMENT AND GENERAL INFORMATION
While performing the duties of this job, the employee primarily works in a climate-controlled office environment.
The noise level in the work environment is usually moderate.
BENEFITS
South Metro Fire Rescue’s compensation philosophy is built to attract and retain highly skilled, motivated employees by offering more than just base pay; all regular full-time employees receive a comprehensive total compensation package that includes competitive wages, generous leave, employer-paid medical, dental, vision, and life insurance premiums, contributions to Retiree Health Savings and pension plans, and coverage under Death & Disability benefits. In addition, SMFR fosters a positive work environment through its robust Fitness, Wellness, and Rehabilitation Program, tuition reimbursement, and other meaningful non-monetary benefits. Recognizing that the definition of an “employer of choice” varies by individual, SMFR is committed to being a great place to work for all.
