Administrative Assistant to the Fire Rescue Department

The Town of Falmouth welcomes applications for the position of Administrative Assistant to the Fire Rescue Department. This is a stable, full-time, year-round, benefited position that plays an important role in supporting the Fire Rescue Department's mission of providing exceptional fire suppression and prevention, rescue, emergency medical services (EMS), and emergency preparedness services to the community.

The Administrative Assistant to the Fire Rescue Department is based at Fire Rescue Headquarters and works 37.5 hours per week, Monday through Friday, on either an 8:00 a.m. to 4:30 p.m. schedule with a one-hour unpaid lunch break or an 8:00 a.m. to 4:00 p.m. schedule with a 30-minute unpaid lunch break.

The Falmouth Fire Rescue Department is a full-service fire suppression and prevention, rescue, emergency medical services (EMS), and emergency management agency comprised of approximately 100 personnel and serving one of the Cape’s largest and busiest communities. This position offers an excellent opportunity for an experienced administrative professional seeking meaningful public service work in a fast-paced environment.

Under the general direction of the Fire Chief, the Administrative Assistant to the Fire Rescue Department performs complex administrative, financial, and confidential support functions requiring considerable initiative, sound judgment, discretion, and exceptional organizational skills. Essential functions include, but are not limited to:

• Serving as the Fire Chief's primary administrative assistant by preparing correspondence, reports, presentations, and other administrative documents; managing records; coordinating meetings and calendars; and completing special projects;
• Performing many of the Fire Rescue Department’s day-to-day administrative functions, including reviewing and processing the department’s accounts payable, payroll, and leave records in accordance with Town policies and the applicable collective bargaining agreements while bringing any potential discrepancies or concerns to the Fire Chief's attention;
• Coordinating the administrative aspects of the Department's operating and capital budgets by preparing reports, monitoring expenditures, processing purchase orders and invoices, reconciling accounts, maintaining financial records, assisting with budget preparation, and supporting grant administration and other fiscal activities;
• Assisting the Fire Chief and the Human Resources Department with administrative functions of the Fire Rescue Department's recruitment, onboarding, Massachusetts Firefighting Academy enrollment, promotional processes, and personnel transactions by supporting the coordination of required documentation, recordkeeping, communications, and scheduling of pre-employment testing;
• Maintaining the Department's administrative records and information systems, including personnel, payroll, attendance, training, certifications, purchasing, budgeting, grants, emergency response reporting, inspections, and other operational records while ensuring accuracy, confidentiality, and compliance with applicable recordkeeping requirements;
• Assisting the Fire Chief in their capacity as the Town's Emergency Management Director by performing and coordinating administrative functions, including gathering and coordinating information, maintaining records and documentation, preparing reports and correspondence, supporting grant administration and preparedness activities, and coordinating other assigned emergency management-related administrative projects;
• Assisting with annual reports, public education initiatives, statistical reporting, and other special projects assigned by the Fire Chief;
• Assisting with public records requests, records retrieval, and compliance with applicable records retention requirements;
• Training and providing ongoing guidance to the department’s Administrative Clerk to serve as backup for essential administrative functions such as payroll processing and accounts payable;
• Providing professional and courteous customer service to internal and external stakeholders, including firefighters, command staff, other Town departments, vendors, contractors, state and federal agencies, partner organizations, retirees, and members of the public;
• Maintaining strict confidentiality regarding personnel, labor relations, medical, financial, legal, and operational matters;
• Performing all other related duties as assigned.

This position works primarily in an office environment located within an active Fire Rescue Headquarters where emergency incidents, emergency radio traffic, shifting priorities, and time-sensitive operational demands are routine. The Administrative Assistant to the Fire Rescue Department frequently interacts with Fire Rescue personnel, other Town departments and divisions, outside agencies, vendors, and members of the public while maintaining professionalism and strict confidentiality.

Minimum Qualifications: Associate's degree in business administration, public administration, accounting, office administration, or a closely related field and a minimum of three (3) years of progressively responsible administrative support experience, preferably in municipal government, public safety, emergency services, finance, or a similarly complex organization; or any equivalent combination of education, training, and experience that demonstrates possession of the knowledge, skills, and abilities necessary to successfully perform the essential functions of the position.

The successful candidate is highly organized, proactive, professional, dependable, and detail-oriented. The successful candidate demonstrates exceptional written, verbal, and interpersonal communication skills; anticipates administrative needs; exercises sound judgment and discretion when handling confidential information; and manages multiple competing responsibilities with minimal supervision.

The successful candidate must be capable of working independently and proactively while recognizing when matters require management direction or policy decisions from the Fire Chief and must establish positive working relationships built on professionalism, collaboration, responsiveness, and trust. The successful candidate must possess the ability to maintain strict confidentiality while exercising sound judgment in handling sensitive personnel, financial, operational, and legal information.

Must be able to successfully complete a comprehensive employment and criminal background investigation and Criminal Offender Record Information (CORI) check. Must have advanced proficiency with the Microsoft Office Suite, particularly Word, Excel, Outlook, PowerPoint, and OneDrive. Must have strong financial, payroll, budgeting, and purchasing skills, along with the ability to quickly learn and effectively use municipal financial, payroll, personnel, and records management systems and software.

Anticipated Starting Hourly Rate: Step 1 ($34.77/hour) - Step 3 ($37.17/hour) of the 10-Step Wage Schedule, commensurate with qualifications and experience, with eligibility for annual advancement.

Comprehensive benefits package, including 13 paid holidays per year; vacation, sick, and personal paid time off; Town contribution of up to 75% of the cost of health insurance; cost-effective dental, vision, life insurance, and disability policy plans; enrollment in the Town's defined benefit pension plan; voluntary pre-tax and Roth 457(b) plans; and opportunities for Town-sponsored professional development.

Preference Date to Apply: Monday, July 27, 2026 by 4:30 p.m. The position will remain open until filled; however, candidates who apply by this date and time will be given preference over later applications.

How to Apply: Please apply directly via the Town of Falmouth Employment page at https://www.falmouthma.gov/723/EmploymentCurrent-Job-Openings

About the Town of Falmouth as an Employer: The Town of Falmouth is a people-centered municipality committed to public service excellence. We strive to foster an inclusive and supportive work culture grounded in professionalism, collaboration, and accountability, and we invest in our employees through ongoing training and professional development opportunities.

We are proud to be an Equal Opportunity Employer and welcome applications from all qualified candidates. The Town offers competitive compensation, and benefit-eligible positions offer comprehensive health, dental, and vision insurance and other valuable benefits, and include participation in the Town's pension plan. All applicants must be able to interact and work effectively and respectfully with individuals and groups of various abilities, cultures, backgrounds, ages, and identities.