Administrative Assistant: Fire Department

Administrative Assistant – Fire Department

Position: Permanent, Full-time, 40 hours Reports to: Fire Chief Status: Hourly, Non-exempt Compensation: $19.00 to $22.00/hour Date Posted: January 16, 2026

General Summary

Performs administrative assistance/secretarial duties for the Fire Chief. Performs clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining files, and providing information to callers. Privy to highly confidential information and reports.

Key Responsibilities and Duties

• Assists Civil Service Board with testing by scheduling applicants for pre‑test polygraph, psychological and physical examinations for the Fire Department.
• Oversees purchasing activities for the Department including documenting all invoice requests for equipment and supplies and maintaining a master file of all purchase orders.
• Maintains daily statistical reports for Emergency Medical Services (EMS).
• Maintains calendar of committee meetings and other appointments.
• Acts as custodian for confidential documents and records and handles destruction of records in accordance with the Local Records Act.
• Updates personnel files and records as needed; maintains medical records for employees on injury duty.
• Provides confidential reports to attorneys as needed.
• Responds to inquiries from employees and the general public.
• Processes the mail for the Department and drafts routine correspondence as required.
• Researches and provides information to the Fire Chief for grants, reports, and any other requested information.
• Other duties as assigned.

Knowledge, Skills, and Abilities

• High level of accuracy and proficiency in the use of computers and software programs required of the position (e.g., PayCom, Firehouse, ImageTrend, Brycer, and First Arriving Software).
• Thorough knowledge of principles and practices relating to payroll, bookkeeping, and purchasing.
• Good interpersonal relation skills; ability to be tactful and exercise diplomacy in a wide range of diverse situations.
• Ability to communicate both verbally and in written form.
• Ability to work under pressure; attention to detail and highly organized.
• Ability to work without close supervision.

Minimum Requirements

High School Diploma or GED Certificate plus one (1) year experience in an administrative assistant / secretarial position.

Preferred Requirements

Graduation from an accredited college or university with a Bachelor’s Degree.

How to Apply

To be considered, applicants should complete a job application and include a resume, cover letter, and three references to: Mark Patoska, 13051 Greenwood Ave, Blue Island, IL 60406 or with the subject “Administrative Assistant – Fire Department.”

Equal Opportunity Statement

The City of Blue Island is an Equal Opportunity Employer.