Executive Administrative Assistant to the Fire Chief

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JOB ADVERTISEMENT

Tuesday, March 12, 2026

Fire Department

The Fire Department is seeking a professional, organized, and energetic individual to serve as Executive Administrative Assistant to the Fire Chief. This Union position provides administrative and clerical support to the Fire Chief and assists in the efficient operation of the department’s administrative functions.

The successful candidate will be customer service–oriented, possess strong organizational skills, and demonstrate the ability to handle confidential information with discretion.

General Description

Under the direction of the Fire Chief or their designee, the Executive Administrative Assistant performs responsible administrative and clerical work in support of the Fire Department and the Office of the Fire Chief. The position manages correspondence and departmental records, coordinates meetings and schedules, assists with reports and communications, and supports budgeting, purchasing documentation, and grant-related activities.

The Administrative Assistant serves as a liaison between the Fire Chief, department personnel, township officials, outside agencies, and members of the public.

Examples of Duties

Responsibilities may include, but are not limited to:

Administrative Support

  • Provide administrative support to the Fire Chief and command staff.
  • Manage the Fire Chief’s calendar and schedule meetings, appointments, and events.
  • Prepare, proofread, and distribute correspondence, reports, memoranda, and other documents.
  • Maintain departmental files, policies, reports, and administrative materials.
  • Receive and route phone calls, emails, and other communications.

Records and Reporting

  • Maintain confidential personnel and administrative records.
  • Compile departmental data and assist with the preparation of monthly, quarterly, and annual reports.
  • Process and track public records requests in accordance with applicable laws and policies.

Meeting and Coordination

  • Coordinate departmental meetings, training sessions, and administrative briefings.
  • Prepare meeting agendas and supporting materials and record minutes when necessary.
  • Assist with preparing documentation for Board of Trustees or other administrative meetings.

Financial and Purchasing Support

  • Assist with processing purchase orders, invoices, and other financial documentation.
  • Track departmental purchases and expenditures.
  • Assist with budget documentation and grant-related items.
  • Coordinate with vendors and service providers as directed.

Communication and Public Interaction

  • Serve as a point of contact between the Fire Chief’s office, department personnel, government officials, outside agencies, and the public.
  • Assist with public notices, departmental announcements, and social media postings.
  • Maintain departmental contact lists and communication distribution lists.
  • Participate in and attend various Township functions.

Operational Support

  • Coordinate training registrations, travel arrangements, and conference logistics.
  • Assist with administrative tracking for equipment maintenance and service contracts.
  • Provide support for departmental programs and special projects.

Professional Responsibilities

  • Handle sensitive and confidential information with discretion.
  • Ensure compliance with departmental policies and administrative procedures.
  • Perform other duties as assigned by the Fire Chief/designee. 

Minimum Qualifications

  • High school diploma or GED required; bachelor’s degree in business administration, public administration, or a related field preferred.
  • One (1) to two (2) years of administrative or clerical experience, preferably in municipal government, public safety, or a similar environment. Education may substitute for experience.
  • Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
  • Strong written and verbal communication skills.
  • Strong organizational skills and ability to manage multiple tasks and priorities.
  • Ability to maintain confidentiality and handle sensitive information professionally.
  • Ability to interact professionally with department personnel, township officials, outside agencies, and the public.
  • Knowledge of general office practices and administrative procedures.
  • Valid Ohio driver’s license required.
  • Must complete and pass a BCI background check and drug screening.

Preferred Qualifications

  • Familiarity with fire service operations.
  • Experience with NFIRS or ESO reporting systems.
  • Knowledge of developing or maintaining SOP/SOG guidelines.
  • Knowledge of public records laws and procedures.

Closing

  • This is a Union position.
  • Salary: Based on the current Collective Bargaining Agreement (CBA), which expires on December 31, 2027, the starting salary is $20.06 per hour, but may be higher with other contributing factors.
  • Excellent benefits and retirement with the Ohio Public Employees Retirement System (OPERS)
  • A resume and cover letter can be emailed to Chief Larry Sedlock at lsedlock@perrytwp.com, mailed, or dropped off in person at the Fire Administration office located at 440 Canford Ave NW, Massillon, OH 44646.
  • The deadline for applications is April 8, 2026, at 4:00 PM.