Administrative Assistant

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Administrative Assistant

@ Broussard Fire Department

The Front Office Administrative Assistant serves as the first point of contact for the Broussard Fire Department and provides administrative, clerical, financial, and human resources support to department leadership and staff. This position ensures efficient front office operations, maintains accurate records, supports hiring processes, assists with financial tracking, and supports department-wide digital workflow management.

Front Office & Public Interaction

• Greet and assist visitors, vendors, and community members in a professional manner
• Answer, screen, and route incoming phone calls
• Respond to general public inquiries and direct requests appropriately
• Manage incoming and outgoing mail and deliveries

Administrative Support

• Provide administrative support to the Fire Chief and Assistant Chief
• Draft, type, and distribute correspondence, reports, memos
• Maintain department calendars, schedules, and appointments
• Assist with preparation of reports, presentations, and documentation
• Support internal communication and coordination within the department

Records & Documentation

• Maintain and update personnel files in accordance with department policy and applicable laws
• Ensure personnel records, certifications, training documentation, and employment documents are accurate and current
• Maintain organized filing systems (digital and paper)
• Assist with records retention and compliance requirements
• Maintain strict confidentiality of all personnel and sensitive department information

Financial & Administrative Support

• Process and organize vendor invoices and purchase orders
• Reconcile invoices with approved purchase orders prior to submission
• Track expenditures and update budget spreadsheets to ensure accurate financial records
• Maintain organized financial documentation in accordance with department and municipal policies
• Maintain inventory records for office supplies

Human Resources Support

• Coordinate applicant processing, including receiving and organizing application materials
• Schedule and coordinate interviews between candidates and department leadership
• Communicate with applicants regarding required documentation and next steps in the hiring process
• Assist with onboarding documentation for new hires
• Maintain organized applicant and hiring records in accordance with municipal policies and applicable regulations

Work Schedule

• Five (5) days per week at approximately five (5) hours per day, or
• Four (4) days per week with extended daily hours, typically Monday through Thursday, with Fridays off
• Final schedule determined based on departmental needs and mutual agreement
• Observes City-recognized holidays when the office is closed

Working Conditions

• Office environment within a fire department facility
• Regular interaction with staff, vendors, and the public
• Occasional extended hours may be required during peak administrative periods

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Qualifications:

Required Technical Proficiency

• Microsoft Outlook (email management, shared mailboxes, calendar coordination)
• Microsoft Teams (channel management, virtual meetings, file collaboration)
• Microsoft SharePoint (document libraries, permissions, digital organization)
• Microsoft Planner (task tracking and workflow support)
• Microsoft Forms (creating surveys, internal forms, and exporting response data)
• Microsoft Word (formal correspondence and reports)
• Microsoft Excel (budget tracking, spreadsheets, basic formulas and data organization)
• Microsoft PowerPoint (presentations and meeting materials)
• Comfort operating in a cloud-based environment and supporting collaborative digital workflows

Preferred Qualifications

• Experience with Microsoft Power Automate to improve workflow efficiency
• Experience in a municipal, government, or public safety agency
• Familiarity with records management and public records request processing

Minimum Qualifications

• High school diploma or equivalent (Associate degree preferred)
• Minimum two (2) years of administrative or office support experience (municipal or public safety environment preferred)
• Strong organizational and multitasking skills
• Excellent written and verbal communication skills
• Ability to handle confidential information with discretion
• Strong customer service skills
• Ability to work independently and as part of a team

Physical Requirements

• Ability to sit for extended periods
• Ability to lift up to 25 pounds occasionally
• Manual dexterity to operate standard office equipment

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How to Apply:

Please send resumes to aspell@broussardfire.org