Administrative Secretary (Fire Department)

$28.74 - $31.78 hourly
  • Village of Schaumburg
  • Schaumburg, IL, USA
  • Aug 28, 2023
Full time Administration/Management Fire & EMS

Job Description


Administrative Secretary (Fire Department)


Interested candidates are encouraged to apply as soon as possible.  Interviews will be conducted as applications are received.  This position will remain open until filled.


STARTING PAY RATE:  $28.74 - $31.98 per hour based on a 40-hour workweek.  Salary dependent on qualifications.  The salary range for this position is $28.74 - $41.69.


Please attach as part of your application all necessary documents verifying that you meet the minimum qualifications for the position.



This position performs a wide range of administrative and office support activities for the department and/or managers to facilitate the efficient operation of the organization.  Responsible for the day-to-day operations of the department including setting up and maintaining various file systems, scheduling appointments for the department director as needed and handling inquiries and concerns from the general public and other departments.  This position will need to effectively and clearly communicate to a full range of people inside and outside the organization, prioritize multiple projects, and organize time and resources efficiently.  We are looking to add a team member with the capacity to understand and be sensitive to the feelings of others.



1.    Serves as information and personnel liaison; manages scheduling program updates; processes and verifies all employee status and payroll changes.   Reviews and submits payroll information to the Finance department. 
2.    Assists in the preparation of information and materials relating to the department’s annual budget; enters, reviews, coordinates and approves all requisitions/purchase orders for appropriateness, completeness, and compliance with approved budget; initiates and prepares budget reallocations and change orders as needed.  Monitors all department budget expenditures.
3.    Tracks all Fire Department performance appraisals to make sure they are completed in a timely manner and creates probationary performance appraisals for new employees. Creates personnel changes for approvals including compensation changes, positions changes, retirements, terminations, and promotions. Also creates job requisitions for vacancies when needed. 
4.    Schedules and coordinates meetings, appointments, and travel arrangements for the Fire Chief and maintains his/her calendars. Compose letters, memorandums and other correspondence for the Fire Chief.  Enter all travel requests for all Fire personnel and approve mileage requests. 
5.    Acts as intermediary for the Fire Chief, regarding internal and external contacts.  Handles complaints, inquiries, and requests independently and as directed by the Fire Chief in an efficient and confidential manner.
6.    Handles all Quartermaster requests.  Distributes merchandise and tracks back orders for department personnel and processes payments.
7.    Establishes and maintains all files (confidential and non-confidential).  Handle retention and disposal of Fire Department records. Record NIMS on-line classes in employees’ learning history village wide.  Approve department personnel career development and computer class requests. Maintain and update department manuals, work procedures, department forms, general orders, standard operating procedures, accreditation documents and village codification. Maintain and update department manuals, work procedures, department forms, general orders, standard operating procedures and village codification.
8.    Prepares Fire Department’s agenda items for Public Safety or other standing committee meetings.
9.    Orders Custodial Supplies and schedules appliance repairs for five fire stations.
10.    Performs other duties as assigned.

1.    Education equivalent to a high school diploma. 
2.    A minimum of two years of administrative work experience and responsibility.
3.    Proficiency with current computer technology, job specific software, and customer service systems.



The Village of Schaumburg has a competitive benefit package which includes: flexible benefit Section 125 plan including health, dental, vision, and life insurance as well as medical and dependent care flexible spending accounts, a retirement plan through the Illinois Municipal Retirement Fund, paid holidays, paid vacation, sick leave, tuition reimbursement, and more.



Candidate screening process may consist of an application review, skills testing, employability assessment, interviews, reference checks, and other job-related testing or verifications.  Chosen candidates will be subject to a background and criminal history investigation, and qualifying pre-employment medical examination and drug screen (including cannabis).