Administrative Clerk II

Salary : $41,795.00 - $50,797.00 Annually
Location : Town of East Hartford, CT
Job Type: Full-Time
Job Number: 00279
Department: Fire
Opening Date: 04/21/2025
Closing Date: 5/4/:59 PM Eastern

POSITION DEFINITION
The Town of East Hartford is hiring an Administrative Clerk for the Fire Department. This role involves performing complex, confidential, and responsible secretarial and administrative tasks. Responsibilities include general receptionist duties, receiving and processing information from both internal and external customers, utilizing knowledge of Fire Department programs and procedures.

Additional duties include preparing requisitions for materials, performing bookkeeping tasks, and transmitting and explaining supervisor's instructions to the appropriate personnel. The Administrative Clerk will also follow up to ensure compliance, completeness, and adherence to deadlines.
Equal Employment Opportunity (EEO) Statement:

The Town of East Hartford proudly stands as an equal opportunity employer, dedicated to fostering a work environment free from discrimination. We firmly uphold the principles of equality, ensuring that all individuals are treated fairly without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, genetic information, or any other characteristic protected by federal, state, or local laws. Our commitment to inclusivity and diversity is unwavering, and we enthusiastically encourage applicants from all walks of life to join our team.
ESSENTIAL JOB FUNCTIONS
Primary Responsibilities

• Follow oral and written instructions from supervisors or department heads.
• Plan and organize work based on standard office procedures.
• Classify and file materials (e.g., correspondence, reports, technical documents) in a record management system.
• Enter and retrieve information through computer systems.
• Prepare files for supervisor or public review.
• Provide information and referral services regarding department or town programs and procedures.
• Maintain confidentiality when managing restricted files and records.
• Process Electronic Patient Care Reporting requests for the Chief Medical Officer and Assistant Medical Officer.
• Handle payroll processing in the absence of the Fire Payroll Administrator.
• Create department content, such as press releases and website updates.
• Process employee reimbursements for purchases.
• Maintain and update vendor spreadsheets with payment information.
• Gather and complete Purchase Order Payment Request Forms for the Finance Department.
• Assist with onboarding new hires and plan in-house or off-site events, including training materials for the Fire Academy.
• Manage office supplies for all divisions and maintain office equipment.
• Greet the public, determine the purpose of their visit, and direct them to the appropriate location.
• Assist with department budget preparation by compiling and typing budget proposals.
• Transmit requested files or materials and ensure compliance with deadlines.
• Arrange meetings, schedule appointments for supervisors, and coordinate field personnel schedules as needed.
• Compile statistical and narrative reports.
• Maintain limited financial records for the department.
• Draft letters, reports, or forms and compose routine correspondence for supervisory review.
• Prepare requisitions for materials and supplies and perform basic arithmetic computations.
• Report completed work to supervisors.

Additional Functions

• Perform general receptionist duties, including screening calls and greeting visitors.
• Develop and maintain confidential records and files.
• Keep inventory of office materials and supplies.
• Ensure accurate information is displayed on the department's webpage and social media platforms.
• Operate office equipment like calculators, photocopiers, and mailing machines.
• Execute special assignments, studies, and routine administrative tasks as directed.
• Temporarily relieve other office staff as needed.
• Provide secretarial support to departmental staff.
• Handle other related tasks as assigned.

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.
KNOWLEDGE, SKILLS AND ABILITIES

• Proficiency in accounting software to manage financial data and transactions (Munis).
• Experience with calendar and scheduling software for effective time and task management.
• Familiarity with desktop publishing software for creating professional documents and materials.
• Strong skills in office suite software to handle word processing, spreadsheets, and presentations.
• Knowledge of database management system software for organizing and maintaining records.
• Ability to use database user interface and query software for efficient data retrieval and reporting.
• Understanding of enterprise resource planning (ERP) software to streamline organizational processes.
• Competence in video conferencing software for virtual communication and collaboration.

JOB QUALIFICATIONS AND LICENSING

A high school diploma
At least two years of experience in general office work, which provide the necessary skills and knowledge for the role.
01

What do you know about the role of administrative support within a fire department, and how would you contribute to its operations?
02

Can you provide an example of how your attention to detail prevented errors or improved efficiency in your previous work?
03

Have you had experience managing calendars, scheduling appointments, or coordinating meetings for a department or team?
04

What office software are you comfortable with, and how have you used these tools effectively in your previous roles?
05

Describe a situation where you successfully communicated with multiple stakeholders to resolve a challenge or complete a task.
06

How do you handle working under pressure or in situations that require immediate attention, especially in a field tied to emergency services?
07

How do you manage multiple tasks or projects simultaneously while maintaining quality and efficiency?
08

Have you worked in an environment where adherence to policies and procedures was critical? How did you ensure compliance?
09

What steps do you take to ensure accuracy and efficiency when entering data into systems or databases?
10

How do you approach working as part of a team, especially in a role that supports multiple individuals or departments?
11

Do you have a high school diploma or GED equivalent?

• Yes
• No

12

Do you have more than two years of experience in general administrative work

• Yes
• No

Required Question