WESTFIELD FIRE DEPARTMENTOFFICE MANAGER (FULL-TIME)

ONE OF THEBEST CITIES TO LIVE

IN AMERICA(Chamber of Commerce, 2019)

Equal Opportunity Employer

Apply at: westfield.in.gov/employment

WHO WE AREThe Westfield Fire Department is a full service, all-risk department, providing state-of-the-art services such as ALS ambulance transport, Mobile Integrated Health (MIH-CP), fire suppression, special operations, fire prevention code enforcement, public education, and is an integral part of the Wellbeing Coalition of Westfield. Our core values of customer service and professionalism, just culture, safety and performance, and being a valued partner in the community, serve as the foundation as we go about our daily responsibilities of providing 24 hours a day, seven days a week rapid response to medical aid calls, auto accidents, brush and structure fires.

From its beginning in 1904 as a volunteer organization, the department has grown to four administrative staff members, six executive team members, 62 career captains, engineers and firefighter/paramedics that staff three fire stations within Westfield Washington Township.

THE COMMUNITYLocated approximately 25 miles north of Indianapolis, Westfield is a rapidly growing community of more than 40,000 residents with appealing amenities for residents, businesses and visitors. Westfield is home to Grand Park Sports Campus, an award-winning school system, biking trails, creeks and subdivisions, beautiful park facilities, regional shopping and a pro-economic development climate that fosters new and growing business.

THE POSITIONThe Office Manager is a safety/salaried exempt member of the Department’s Executive Management Team, receiving direction from the Deputy Chief of Business Operations. The position provides support for multiple Chief Officers.

MINIMUM QUALIFICATIONS• A minimum of five (5) years of progressively responsible employment in a like or similar position.

• Possession of a valid State of Indiana Driver’s License.

• Must have a minimum two-year degree from an accredited college, or equivalent work experience/education combination.

• Ability to do complex mathematical computations accurately, ability to operate laptops and personal computer, as well as software programs utilized by the department. Must have broad knowledge of general office skills and associated equipment, and ability to perform in a fast paced, confidential environment.

• Must have a sound knowledge and ability in business correspondence, and an ability to proof read grammar, spelling and punctuation of self and others with a high degree of accuracy.

• Must be able to provide excellent customer service when answering phones and greeting the public. Other duties are receiving and distributing mail and correspondence, gathering data and compiling various reports for executive staff, managing projects and program assignments, photocopying materials; maintaining files, ordering supplies and issuing correspondence.

• Ability to sit at work station for extended periods of time, frequently using a computer with standard video display screen and keyboard. Ability to stand, walk and drive as needed throughout the day. Ability to occasionally lift, carry and put away parcels weighing up to 20 pounds.

ONE OF THESAFESTCITIES

IN INDIANA(Home SecurityAdvisor, 2019)

WESTFIELD FIRE DEPARTMENTOFFICE MANAGER (FULL-TIME)

WESTFIELD.IN.GOV/FIREFire Chief Marcus Reed

CREATING A SAFER CITY THROUGH EDUCATION,PREPAREDNESS AND EMERGENCY RESPONSE

Apply at: westfield.in.gov/employment

ESSENTIAL FUNCTIONS• Performs a wide variety of clerical and administrative duties such as meeting minutes, developing spreadsheets, etc.

• Handle multiple work projects simultaneously and exercise good judgment in prioritizing work assignments.

• Manages EMS billing through third party billing agency.

• Assists with EMS quality assurance program and Reliability Management Program (RMS).

• Coordinates, maintains department records, accounts payable and accounts receivable. This position is also for organizing all department purchase orders for final review and approval by the Deputy Chief of Business Operations.

• Organizes and schedules station tours, visits, car seat installations, assists with promotional ceremonies, recruit graduations and other various programs.

• Acts as confidential administrative assistant to all Chief Officers. This includes scheduling, distribution and collection of annual performance evaluations.

• Promotes the core values of the Westfield Fire Department.

• As directed, monitor budgetary appropriations and assist with preparation of department budget. May also collect, report and transmit various monies following strict auditing standards.

• Maintain budget, expenditures, etc., and website of the Hamilton County Regional Training Center.

• Establishes and maintains communication with individuals from other agencies in order to exchange information and coordinate activities.

• Thorough working knowledge of Target Solutions software, ensures training records are accurate and up-to-date.

• Manages office inventories, orders office supplies and citations/corrections forms, monitors postage meter.

• Maintain excellent public relations through communications with the public as well as other city departments, county and state agencies.

APPLICATION PROCESSThe Westfield Fire Department is seeking a highly organized individual to join our team as a full-time Office Manager beginning in July 2020. The Office Manager is a non-exempt, overtime eligible position that supports the administrative team under the supervision of the Deputy Chief of Business Operations. Applications open beginning June 1, 2020 and will close on June 12, 2020 at 5pm (no exceptions and no postmarks).

The job description and application process can be found on the City of Westfield website at westfield.in.gov, under the Contact tab. Please send a cover letter and resume to rgaylor@westfield.in.gov. Candidates with the most relevant qualifications will be invited to participate in an interview anticipated to occur the week of June 22, 2020. Offers of employment are contingent upon successful completion of a background check and a physical which includes a drug screen. The probationary period is 12 months.

The salary range is from $47,054 to $53,054. Benefits include INPRS civilian retirement, medical, dental, and vision care, paid sick and vacation leave, four floating holidays annually, personal leave, city paid life insurance ($25K), and longevity based on years of service.

If you have questions or need assistance please call the WFD Business and Operations Center at (317) 804-3300.