Administrative Assistant II - Fire Marshal's Office

Job Summary

The Town of Ocean City is seeking a detail-oriented and highly organized Administrative Assistant II to support the Fire Marshal’s Office. This position plays a vital role in the administration of fire prevention and public safety programs, including payroll, budgeting, purchasing, permitting, records management, data analysis, and customer service. The successful candidate will be able to work independently, manage multiple priorities, communicate effectively with the public and partner agencies, and contribute to the efficient operation of a fast-paced public safety office.

Candidates must possess strong organizational, interpersonal, and written communication skills, along with proficiency in Microsoft Office applications, including Word, Excel, and Outlook. Applicants must have a valid driver's license and an Associate's Degree with at least two (2) years of related administrative experience, or an equivalent combination of education and experience.

Applicants must submit a completed application and resume detailing their education, experience, and relevant skills. Applicants selected to move forward may be required to complete a skills assessment and interview. Employment is contingent upon the successful completion of a background investigation, post-offer drug screening, and all other applicable pre-employment requirements.

Job Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Administers the Department’s Quality Assurance Program for fire protection systems, including oversight of associated outside software integration (The Compliance Engine).
• Administers the Department’s beach bonfire program, including oversight, maintenance, and updates of associated outside software integration (OCBonfires.com).
• Receives, reviews, processes and routes permit applications and inquiries, ensuring completeness, accuracy, and timely resolution.
• Prepares, receives, and maintains confidential or law enforcement sensitive documents, including legal correspondence, violation notices, enforcement-related records, and other official correspondence related to fire code compliance and departmental operations.
• Processes and administers payroll for personnel in accordance with Town policies, collective bargaining agreements, and applicable regulations.
• Develops and/or recommends improvements to office policy and programs.
• Maintains departmental records, including purchasing, vehicle, budget, fire prevention and investigative records.
• Reviews statistical trends across multiple sources/software programs to evaluate office performance and recommend improvements.
• Oversees departmental procurement processes, including purchasing, invoicing, budgeting, and financial recordkeeping.
• Answers inquiries from the general public, vendors and departments within assigned work scope; establishes and maintains a system for keeping track of requested action and reports.
• Arranges travel and accommodations for staff attending training, including completion of training authorization forms and related documentation.
• May be required to train and provide oversite to new employees.
• Verifies reported information, prepares reports and performs other duties as required.

Minimum Qualifications

QUALIFICATIONS - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE - Associate’s degree - Two years’ experience at administrative clerical level, or equivalent combination of education and experience CERTIFICATES, LICENSES, REGISTRATIONS - Completion of advanced training in NFPA 25 and NFPA 72 (through NFPA, MFRI, or an equivalent provider) is required within a specified period after appointment to the position. Applicants are not required to possess this training at the time of hire - Valid driver’s license required

Supplemental Information

OTHER SKILLS AND ABILITIES Must be able to do arithmetic computations quickly and accurately.  Must be able to type at least 45 wpm accurately and be computer literate.  Must have good knowledge of practices, office terminology, procedures and equipment.   Must have excellent interpersonal communication skills.  Proficiency in MS Office Suite, with the ability to integrate information across platforms and via other outside software platforms.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and talk or hear.  The employee frequently is required to use hands to finger, handle, or feel.  The employee is occasionally required to stand and reach with hands and arms.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

We offer a competitive benefits package to full-time employees including medical, dental, vision, retirement (401a & 457b), flexible spending accounts, life insurance, disability, thirteen paid holidays, vacation, personal and sick leave.

To learn more details, visit our benefits page: https://oceancitymd.gov/oc/departments/human-resources/benefits/