Administrative Specialist – Fire Department

ANNOUNCEMENT OF EMPLOYMENT OPPORTUNITY

Administrative Specialist

Fire Department

Hiring Range: $21.27 to $26.59 per hour

FLSA Status: Non-Exempt

Pay Grade: 105

Full Pay Range: $21.27 to $31.91 per hour

Deadline to Apply: 10/23/2026

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 25 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

- Pension and long-term disability through Arizona State Retirement System, click here for more details (https://www.azasrs.gov/content/new-and-prospective-members)

- 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. This position may provide customer-facing reception, information dissemination, and a variety of administrative services, with primary support assigned to the Community Risk Management (CRM) division. The position may also be assigned projects and provide support across other department divisions as operational needs arise.

The role may provide specialized support for community engagement, public education, and outreach initiatives, including educational classes, community events, facility tours, and related programs. Responsibilities may also include coordinating ride-along programs for the public, students, and partner agencies; assisting with department ceremonies and special projects; and assisting with social media content in alignment with City communication standards.

Fire Department Administrative Specialists work collaboratively with all department administrative staff to provide consistent support and maintain efficient daily operations. This role requires confidentiality, accuracy, initiative, sound judgment, strong teamwork, and a commitment to excellent customer service.

This position has no supervisory responsibilities. Under general direction, the incumbent is expected to exercise sound judgment within established guidelines while carrying out assigned duties.

Essential Duties:

- May serve as first point of contact for the public: greet/direct visitors, answer, screen, and direct incoming calls; check voicemail; respond to general inquiries; gather essential information; take complaints; and refer matters for resolution.

- May provide administrative support for public education programs, CPR programs, community events, station tours, and other assigned programs.

- May coordinate ride-alongs with the public, students, and partner agencies.

- May participate in grant writing and management, including identifying and applying for grants, maintaining grant records, filing required reports, and coordinating with governmental grant administrators and partner agencies.

- Assist with department events, ceremonies, meetings, and special projects. May assist with social media content creation and oversight in accordance with City policies, guidelines, and communication standards.

- Prepare and distribute departmental reports; conduct research; prepare statistical reports and spreadsheets; and collect and track data.

- Maintain accurate paper and electronic records, files, and databases; retrieve, revise, print, and save documents; assist with Public Records Requests; and organize record retention schedules in accordance with applicable requirements.

- May maintain and track departmental training records, certifications, and safety records.

- Assist with regulatory reporting and records.

- Provide purchasing and payroll support, including processing invoices, P-Cards, and credit card transactions; reviewing employee time for accuracy; tracking and updating employee information; and answering basic employee questions regarding paychecks and policies.

- Assist with budget monitoring, financial reporting, billings, deposits, and related activities depending on department assignment.

- Draft, proofread, and prepare correspondence, reports, agendas, forms, work orders, service orders, requests for bids, requisitions, invoices, training materials, and other official documents; copy, collate, and distribute materials as needed.

- Organize schedules, calendars, appointments, conference rooms, fleet vehicles, travel arrangements, events, and other reservations.

- May order and maintain office supplies and equipment; maintain inventory; submit account transfers; order replacements; and arrange for repair and servicing of office and, when applicable, field equipment.

- May collect, sort, open, and distribute mail and deliveries.

- Serve as a departmental liaison as assigned.

- Maintain various paper and electronic files and databases; manage record control; and collect, track, and maintain departmental information.

- Provide support to assigned projects or programs and assist management and other employees with administrative, research, or operational needs.

- Attend required meetings.

- Perform other duties as assigned in support of department operations.

Qualifications

Education and/or Experience:

High school diploma or equivalent required. T hree (3) years of full-time administrative work experience, including customer service in an office environment and proficiency in computer programs utilizing Windows computer applications; or any equivalent combination of education, experience and training which provides the knowledge and abilities necessary to perform the essential functions of the position. Experience in fire administration, public education or records management is preferred.

Licensing, Certification, and Other Requirements

Valid Arizona driver's license.

City Core Beliefs

City of Prescott employees should seek to uphold the City's core beliefs throughout their day-to-day business and with every customer they come in contact with, both internal and external. Our core beliefs are: Acting with Integrity, Working as a Team, Being Accountable, Practicing Innovative Problem Solving, Taking Pride in Excellent Results, Focusing on Our Community and Being Nice.

Knowledge, Skills & Abilities

- Knowledge of public relations/customer service principles, practices, and techniques.

- Knowledge of a variety of computer software for word processing, databases, financial systems, and spreadsheet applications, including Microsoft Office products for Windows and Adobe PDF.

- Knowledge of public safety software is preferred.

- Knowledge of modern office methods, practices, procedures, and proper phone etiquette.

- Knowledge of principles and techniques of record keeping and filing.

- Knowledge of accounting and/or business practices and methods.

- Knowledge of the City's governmental organization, policies, and procedures

- Knowledge of rules and regulations related to assigned functions.

- Knowledge of occupational hazards and safety precautions.

- Skill in using a variety of office equipment including computers, phones, 10-key and/or calculators, printers, copiers, scanners, etc.

- Skill in typing, word-processing; preparing and maintaining accurate records, reports, and files;

- Skill in organizing.

- Skill in communicating, both verbally and in writing.

- Skill in applying math to assigned functions.

- Skill in utilizing public relations techniques in responding to inquiries and complaints.

- Skill in preparing presentation materials.

- Skill in handling and prioritizing multiple projects.

- Ability to maintain confidentiality of records and information.

- Ability to type at least 50 words per minute (wpm).

- Ability to establish and maintain effective working relationships with City residents, department heads, employees, elected officials, business and professional groups, and the general public.

- Ability to understand and follow oral and written directions.

- Ability to operate personal computers and operate two-way radios.

- Ability to respond to public/employee inquiries, complaints, and emergencies in a professional and pleasant manner.

- Ability to format and make computations and tabulations with speed and accuracy.

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.

Successful candidate will receive a post-offer, pre-employment background screening to include:

- Drug screening

- Motor vehicle records check

- Criminal background screening

City of Prescott Contact Information

201 N. Montezuma Street, Suite 207

Prescott, AZ 86301

Email: [email protected]

Website: www.prescott-az.gov

Phone: 928-777-1410 / Fax: 928-832-1222

When advised, reasonable accommodations will be made in order for an "otherwise qualified applicant" with a disability to participate in any phase of the selection process. In accordance with A.R.S. 23 - 493, this position has been identified as "Safety Sensitive". The City of Prescott is an Equal Employment Opportunity employer.