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.

Job Duties

• 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

• EDUCATION and/or EXPERIENCE - Associate’s degree
• Two years’ experience at administrative clerical level, or equivalent combination of education and experience
• 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

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

• Sit and talk or hear.
• Frequently use hands to finger, handle, or feel.
• Occasionally lift and/or move up to 25 pounds.

Supplemental Information

• Competitive benefits package including medical, dental, vision, retirement (401a & 457b), flexible spending accounts, life insurance, disability, thirteen paid holidays, vacation, personal and sick leave.

Employer

The Town of Ocean City, MD
Address: 301 Baltimore Ave
Ocean City, Maryland, 21842
Phone: (410) 289-8970
Website: https://oceancitymd.gov/oc/