Bluffton Fire Department: Administrative Assistant I

Contact Information

Contact: Hailey Smith
Phone: 843-757-2800
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Position Summary  

This position provides comprehensive administrative and front-office support for the Bluffton Township Fire District, serving as the initial point of contact for employees, board members, vendors, and the public. Responsibilities include reception and customer service, records and file management, administrative support to command staff, and limited assistance with finance, human resources, and public information requests. The position supports daily operations by coordinating communications, maintaining records, and ensuring efficient front office operations. Work requires professionalism, discretion, strong organizational skills, and the ability to manage multiple priorities in a fast-paced public safety environment. Essential Functions The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned. Provide backup support for other administrative staff during absences or high-volume periods. Maintain office supply inventory for front office operations and coordinate reorders as needed. Assist with processing walk-in requests for reports or public information in accordance with District policy and South Carolina FOIA requirements.

Provide general information to the public regarding District services, station locations, community programs, employment opportunities, and public records requests. Assist with room setup for meetings, trainings, interviews, and public events, including preparing materials and sign-in sheets. Serves as backup for other Administrative Assistants for meeting minutes, notes and other items as required. Maintain reception area, conference rooms, and public meeting spaces in a professional and orderly condition. Receive, sort, and distribute incoming mail, packages, and deliveries; prepare outgoing mail and coordinate courier services. Monitor lobby and public access areas and ensure notification of staff for visitors. Answer and route incoming calls using a multi-line telephone system; screen calls and provide accurate information or direct to appropriate personnel. Serve as primary front desk point of contact for the Fire District; greet and assist visitors, vendors, applicants, and members of the public in a professional manner. Maintains vendor W-9 forms and certificates of insurance, ensure records are current and properly filed. Provide clerical and administrative support to Command Staff and other members of the department as needed.

Perform other duties as assigned. Knowledge, Skills, and Abilities Knowledge of general office administration practices and procedures. Local government or public safety environment preferred. Knowledge of multi-line phone systems, office equipment, and standard business software. Strong customer service and reception skills with the ability to interact professionally with internal and external customers. Skill in written and verbal communication, including drafting correspondence, emails, and reports. Skill in organizing, maintaining, and retrieving records in both electronic and paper formats. Skill in scheduling meetings, coordinating logistics, and supporting board or staff functions. Ability to manage a busy reception area and respond appropriately to frequent interruptions and competing priorities. Ability to interpret and apply District policies and procedures and provide accurate information to staff and the public. Ability to work independently with minimal supervision while exercising sound judgment. Ability to establish and maintain effective working relationships with staff, leadership, board members, and the public. Ability to prepare accurate records, reports, and correspondence with attention to detail. Ability to coordinate multiple tasks and meet deadlines in a fast-paced environment.

Required Education, Licensing, and Certifications/Coursework   High school diploma or GED equivalent. Associate degree preferred. Possession of a valid Driver’s License. Experience One (1) year experience as an administrative assistant, customer service, or any equivalent combination of related education and experience Physical and Work Environment The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law.  Employees needing reasonable accommodation should discuss the request with the employee’s supervisor.  

This work requires occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms. Work has standard vision requirements.

Vocal communication is required for expressing or exchanging ideas by means of the spoken word. Hearing is required to perceive information at normal spoken word levels. Work requires preparing and analyzing written or computer data and observing general surroundings and activities. Work has no exposure to environmental conditions. Work is generally in a moderately noisy office setting (e.g. business office, light traffic). Disclaimer Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time.  The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. 

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.