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Fire Administrative Assistant



Fire Department Administrative Assistant


February 6, 2014


Box Elder County is taking applications for a temporary full-time position in the Fire Marshall’s Office.  Requirements include holding a current Wild Land fire- Red Card certification, including the pack test prior to April 1, 2014.  Applicant must possess good secretarial, bookkeeping and organizational ability and should have some background in fire billing.


Job includes answering telephone and issuing fire permits according to county policies, financial or logistical support on fires, minutes at various meetings, will be required to attend meetings in absence of the Fire Marshall, performs routine clerical duties such as preparing request for payments, purchase orders, etc., organize fire records to meet all legal requirements, ensure that all fire bills that qualify are sent to the State for MOU reimbursements, coordinate with the Auditor’s office to coordinate monthly billing, work with the Fleet Manager to ensure that all vehicles are licensed, registered and insured. 


Interested persons may obtain an application from the Human Resource Office at the County Courthouse in Brigham City or at our web site  Closing date for accepting applications for the job is February 20, 2014 at 5:00 p.m.


                                                            BOX ELDER COUNTY




                                                            Scott Ericson

                                                            Human Resources Director



CLASS TITLE:   Fire Department Administrative Assistant

DEPARTMENT:           Fire                                          EFFECTIVE DATE: February 2014

DIVISION:                    COUNTY                                  GRADE: 16




Performs routine duties that give support to Fire Marshall’s Office.




Works under the direct supervision of County Fire Marshall.








Answers telephone and issues fire permits following and adhering to criteria established by County Fire policies during burn season. Receives telephone calls aiding the Fire Marshall in public relations.


May go on the fire line to do Financial or Logistic duties and can be subject to emergency call-out. 


Takes minutes at various meetings; receives, opens and routes mail; types correspondence, reports; insures absolute accuracy and completeness of all correspondence; takes minutes as required and transcribes to final copy as is appropriate; compiles data and documentation for grants for fire department.  Will be required to attend meetings in the absence of the Fire Marshall; must be able to convey information and work with multiple municipalities/organizations in a professional manner. Sets up, coordinates and schedules appointments for meetings.


Performs routine typing such as:  keeping log of all telephone calls, preparing requests for payments, purchase orders, correspondence, etc.


May organize Fire records and do routine filing to meet all legal requirements. Assures records are prepared within specified time limits; keeps files of required reports as submitted to regulatory agencies.


Ensures that all fire bills that qualify get sent to the State of Utah for Memorandum of Understanding (MOU) reimbursements; tracks total MOU reimbursements per calendar year; sends bills to individual property owners responsible for fires; works with the Auditor’s Office to coordinate monthly billing on fire accounts and accounts sent to collections. 


Orders fire/hazmat equipment as directed by the Fire Marshall.  Works in conjunction with the Fleet Manager to ensure that all vehicles are licensed, registered, and on in the insurance; ensures that vehicles are maintained as needed by each department.

Maintain other records as required.


Performs related duties as required.




1.  Education and Experience:

A.  Graduation from high school with training in secretarial, bookkeeping, and organizational skills.



B.  Any equivalent combination of education and experience.


2.  Fire Certification

Must be State Wild Land Red Card certified including physical pack test where individual must be able to walk 3 miles with a 45 pound pack in less than 45 minutes on a level grade before April 1, 2014.


Must be able to pass an extensive Public Safety background check.  Must have valid Utah Driver’s License and be able to provide driving record information.


3.  Necessary Knowledge, Skills and Abilities:

Knowledge of modern office practices and procedures, and filing.


Skill in the operation of typewriter at 40 wpm and knowledge of basic computer skills. 


Ability to hear and respond to telephone calls.  Ability to communicate effectively, verbally and in writing; ability to establish and maintain effective working relationships with employees, other agencies and the public.


Knowledge of fire activities and response is preferred.




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 of the job.


Physical requirements are those normally expected in an administrative office atmosphere and on a Wild Land fire line with lifting not to exceed 50  pounds. 




Work schedule is eight hours per day, Monday though Friday, with some Saturday work as needed.  Must be willing to work flexible schedule as required by fire season and as work load dictates.  Can be subject to emergency call-out for fire support at any time. This is temporary, full time position, with benefits that will last until the end of the fire season on October 1, 2014.  At that point it will be re-evaluated to determine if it should remain full time on a year round basis or should move to a part-time (approximately 20 hour per week) position outside of the fire season.




Formal application; reference check, interview with final selection by hiring authority.