Fire & Emergency Services Administrative Assistant at Amentum

Job Responsibilities

The Fire & Emergency Services Administrative Assistant provides critical administrative support to the Fire Chief, Emergency Management Coordinator (EMC), and Fire Marshal to ensure the efficient operation of the Fire Department. Key duties include, but are not limited to:

Administrative Support

• Provide direct administrative assistance to the Fire Chief, EMC, and Fire Marshal.
• Manage calendars, schedule meetings, and organize appointments.
• Prepare agendas, reports, and materials needed for departmental activities.
• Coordinate and handle internal and external communications, including emails, memos, and other correspondence.
• Maintain files, records, and correspondence related to fire safety, emergency management programs, and Fire Marshal activities.
• Ensure compliance with applicable laws and regulations through proper documentation.
• Regularly update records and retrieve information as needed by leadership.
• Schedule, organize, and coordinate meetings for the Fire Chief, EMC, and Fire Marshal.
• Prepare meeting materials, record minutes, and track follow-up actions to ensure timely completion.

Correspondence and Communication

• Handle routine correspondence, emails, and phone calls professionally.
• Ensure prompt responses to inquiries, routing requests to the appropriate personnel as required.
• Communicate and disseminate information to internal and external stakeholders.

Budget and Procurement Support

• Assist in tracking department budgets and expenditures.
• Support the procurement of supplies and equipment for the Fire Department and emergency management programs.
• Process invoices, receipts, and other financial documentation in compliance with procedures.

Minimum Requirements

• High school diploma or equivalent.
• At least 2-4 years of administrative experience, preferably in a public safety, emergency services, or related field.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and other relevant software.
• Strong organizational skills with the ability to manage multiple tasks and projects simultaneously.
• Excellent verbal and written communication skills to professionally handle correspondence and documentation.
• High attention to detail and accuracy in record-keeping and report preparation.
• Ability to successfully pass contract medical requirements and maintain compliance for the duration of deployment.

Preferred Qualifications

• Prior experience in an austere OCONUS (Outside the Continental United States) environment with a multi-national workforce.
• Valid country driver’s license.
• Country visa (as required in line with the U.S. Department of State Foreign Clearance Guide).
• Experience providing administrative support in a fire department, emergency services, or government/military environment.
• Familiarity with fire safety and emergency management terminology, practices, and regulations.
• Prior experience with budget tracking, procurement procedures, or financial documentation for public services.
• Strong skills in meeting coordination, including experience drafting agendas, recording minutes, and organizing follow-up tasks.