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Administrative Assistant II

ROANOKE-CITY OF • Roanoke, TX • 5h ago

Title:

FLSA:

Non-exempt

Department: Fire Pay:

NE4: $50,065.600 - 72,596.160/yr Reports To: Fire Chief Last Revised: June 2025

POSITION SUMMARY:

Under the direction of the Fire Chief and/or designee, the Administrative Assistant II performs complex clerical, technical, and administrative support duties for the department. Duties include, but are not limited to: record keeping; drafting meeting agendas and correspondence; managing Department calendar; research; data compilation and spreadsheet analysis; coordinating meetings; and making travel arrangements. Performance of duties requires the ability to work with confidential information, requires initiative, and tact.

ESSENTIAL DUTIES and RESPONSIBILITIES:

Provide comprehensive administrative support including planning and executing special events and programs, calendar management, scheduling meetings, coordinating travel arrangements, and managing correspondence.

Effectively manage and screen incoming calls, emails, and other forms of communication, prioritizing and responding on behalf of Fire Chief, Assistant Fire Chief, or command staff when necessary.

Oversee and manage administrative tasks for the Fire Chief, Assistant Chief, and senior leadership, such as ordering office supplies, maintaining office equipment, and handling other general administrative duties as required.

Research, analyze, and compile administrative and statistical data. Prepare reports on assigned projects.

Create and maintain presentations, documents, records, emails, and other files with a high degree of accuracy and confidentiality. Compose correspondence using correct and proper English (i.e. grammar, punctuation, spelling, etc.). Proofread, edit, and manage documents and presentations.

Create, maintain, and coordinate departmental calendar through frequent communication with City staff and other stakeholders. Organize and coordinate meetings, including meeting space, room set up, audio-visual set up, materials and supplies, etc.

Perform financial procedures by reviewing invoices, processing payments, reviewing purchase authorizations and orders, obtaining necessary approvals, reviewing credit card statements and auditing against receipts, and filing payment records. Maintain budgets and expense reports. Assist in the maintenance, audit, and processing of payroll and attendance records.

Create, develop, produce, and maintain high-quality visual media content for use in digital platforms, social media, and internal communications, ensuring alignment with brand guidelines and strategic messaging.

Schedule, organize, and coordinate meetings, both internally and externally, including preparing agendas, coordinating logistics, and taking minutes when required.

Assist with open records requests and record retention.

Maintain the utmost discretion and handle confidential information with sensitivity and professionalism, adhering to City policies.

Communicate professionally, promptly, effectively, and courteously with fellow employees and the public in writing, in person, and on the telephone.

Regular, reliable, and punctual attendance is required.

ADDITIONAL DUTIES and RESPONSIBILITIES:

Respond outside of normally scheduled work hours in response to special events, natural disasters, emergencies, or critical incidents as determined by the City.

Attend meetings and functions as required.

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