Administrative Assistant - Fire Dept

CITY OF ONALASKA • Onalaska, WI • 10h ago

JOB REQUIREMENTS: The City of Onalaska is seeking a detail-oriented and highly organized part-time (30 hours per week) Administrative Assistant to support the Onalaska Fire Department. This position provides a wide variety of confidential clerical and administrative functions essential to departmental operations. The role assists with payroll and budgeting functions, coordinates emergency management documentation, and serves as a key point of contact for the public. This position plays an important role in supporting emergency preparedness, community risk reduction efforts, and daily administrative operations. Essential Duties & Responsibilities Prepare correspondence, reports, proposals, agreements, charts, forms, and other documents. Create, edit, and publish special reports, including Fire and EMS response reports and the department\'s Annual Report. Process departmental payroll, including time sheet review, reconciliation, and reporting. Assist with public records requests. Prepare permits and process fee deposits. Issue vendor purchase orders; process invoices; monitor and review departmental budget activity. Maintain onboarding materials and coordinate new employee documentation (manuals, IT access, etc.). Support the Community Risk Reduction Team and Public Education Committee through scheduling, social media coordination, and event preparation. Process and proofread confidential correspondence and press releases. Maintain and update the City\'s Emergency Operations Plan (EOP). Assist the Fire Chief with compliance related to the National Incident Management System (NIMS), Community Emergency Response Team (CERT), and Emergency Operations Center (EOC) training and exercises. Coordinate meetings and manage administrative calendars. Assist in dissemination of emergency management communications. Support Fire Department software and notification systems. Manage incoming and outgoing mail and correspondence. Maintain office supply and uniform inventory; process purchase requisitions. Provide customer service by answering phones, greeting visitors, and responding to inquiries. Maintain and archive records. Support special projects and perform other duties as assigned. How to Apply: To be considered, submit an online application at: https://www.governmentjobs.com/careers/onalaskawi by March 5, 2026. For more information, contact: City of Onalaska Human Resources City Hall (1st Floor) 415 Main Street Onalaska, WI 54650 Phone: 608-781-9530 ext. 260 Email: afrandsen@onalaskawi.gov Additional Information: Flexible schedule available Monday through Friday between 8:00 a.m. and 5:00 p.m. The selected candidate will be subject to background screening, post-offer/pre-employment drug screening. The City of Onalaska is an Equal Opportunity Employer and Drug-Free Workplace. ** OTHER EXPERIENCE AND QUALIFICATIONS: Associate degree in Office Assistant or related program and two (2) to four (4) years\' experience in an office setting, or equivalent combination of education and experience. Previous experience in customer service required. Knowledge of municipal government structure; rules of conduct, policies/procedures and bargaining unit agreements preferred. Valid driver\'s license preferred with good driving record. ** APPLICATION INSTRUCTIONS: Apply Online: www.cityofonalaska.gov

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