Fire MIS IT Executive Assistant

Job Description

Office Administration

• Provide administrative support to ensure efficient day-to-day office operations.
• Manage incoming phone calls, greet and assist visitors, and coordinate travel arrangements.
• Process reimbursements for the IT Director and staff.
• Assist with calendar management, scheduling, and room reservations.
• Organize meetings, including scheduling, logistics, and distribution of agendas and meeting notes.
• Maintain office supply inventory; anticipate needs, place orders, and follow up on delivery and restocking.
• Perform general administrative tasks such as filing, typing, copying, scanning, binding, and organizing correspondence.
• Draft and edit documents including articles, form letters, and memoranda from copy or rough drafts.
• Work independently on complex administrative and clerical assignments.
• Prioritize and manage a high-volume workload effectively and efficiently.
• Meet deadlines consistently and handle multiple tasks with accuracy.
• Proofread documents and correct grammar, spelling, and diction errors.
• Assist the IT Director or designee in drafting and finalizing internal procedures and policies.
• Operate standard office equipment, including computers, printers, and scanners.
• Maintain strong working knowledge of Microsoft Office 365 (Word, Excel, Access, PowerPoint, Outlook, Visio), Adobe Acrobat, and systems used for procurement operations.
• Perform other related duties as assigned

Operational Functions

• Fulfill operational objectives by managing administrative projects and ensuring timely completion.
• Support team efforts by assisting with task coordination and internal communication.
• Respond to information requests clearly and promptly.
• Maintain tracking systems for various ongoing tasks and projects.
• Enter and manage data accurately to support operational reporting.

Procurement

• Collaborate with vendors, OIT Procurement, and Fire Fiscal departments to process procurement requests.
• Review and validate requests for software, hardware, services, maintenance, communications, training, and other IT-related needs submitted via centralized systems.
• Ensure requests comply with standardized formats and all required documentation is complete and accurate.
• Communicate with internal and external departments to gather additional information or clarification as needed.
• Receive and review vendor invoices; verify backup documentation and ensure data accuracy.
• Enter relevant information into the OIT invoice tracking database.
• Verify funding by checking against contracts, purchase orders, and other encumbrance documentation.
• Obtain invoice approvals from internal and external stakeholders.
• Coordinate with vendors to collect required procurement and payment documentation.
• Ensure procurement requests align with budgeted items and policy compliance.

Employee and Interpersonal Conduct

• Demonstrate professional and courteous communication via phone, email, and written correspondence.
• Exercise sound judgment and discretion in handling inquiries and resolving issues.
• Foster strong working relationships with internal departments and external partners.
• Maintain confidentiality of sensitive information.
• Adapt to dynamic, fast-paced, public safety environments.
• Adhere to all departmental and HR policies.

Change Management

• Assist in documenting change management processes, including updates to Methods of Procedure (MOPs) and standard operating procedures.
• Review and edit MOPs to ensure clarity, accuracy, and alignment with operational standards.
• Coordinate the approval process with appropriate stakeholders, tracking status and following up as necessary.
• Manage and organize all change-related documentation to ensure consistent version control and accessibility.
• Maintain records of approvals and change history to support audits, compliance, and internal reference.
• Support communication efforts related to upcoming changes, including meeting scheduling and dissemination of materials.

Qualifications