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Key Responsibilities and Required Skills for Fire Captain Assistant

💰 $55,000 - $85,000 (Commensurate with experience and departmental pay scales)

Public SafetyEmergency ServicesGovernmentAdministrative Support

🎯 Role Definition

As a Fire Captain Assistant, you are the organizational backbone supporting a key leader within the fire department. You will manage the flow of information, coordinate schedules, prepare critical reports, and provide direct support during both routine operations and emergency incidents. This position requires a unique blend of administrative prowess, technical knowledge of fire service operations, and the ability to perform under pressure. You will be instrumental in enhancing the efficiency and effectiveness of the company or station, directly contributing to the safety and well-being of both our firefighters and the public we serve.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Experienced Firefighter
  • Fire Department Administrative Aide
  • Public Safety Dispatcher with field experience

Advancement To:

  • Fire Captain
  • Battalion Chief Aide / Administrative Chief
  • Fire Department Training Officer

Lateral Moves:

  • Fire Inspector / Investigator
  • Public Information Officer (PIO)
  • Emergency Management Coordinator

Core Responsibilities

Primary Functions

  • Serve as the primary administrative point of contact for the Fire Captain, managing complex calendars, scheduling meetings, and coordinating training and public education events.
  • Meticulously prepare, proofread, and distribute a wide range of official documents, including incident reports, after-action reviews, performance evaluations, and budgetary requests.
  • Manage and maintain the station's official records and filing systems, ensuring compliance with departmental policies, state regulations, and National Fire Incident Reporting System (NFIRS) standards.
  • Act as a communications liaison, professionally handling inquiries from the public, other agencies, and internal personnel, and disseminating information as directed by the Captain.
  • Assist in the preparation and tracking of the station or company budget, monitoring expenditures, processing purchase orders, and ensuring fiscal accountability for supplies and equipment.
  • Coordinate the logistical needs for personnel, including scheduling for specialized training, managing trade time, and tracking certifications and required medical clearances.
  • Maintain and audit inventory levels for station supplies, personal protective equipment (PPE), and other essential operational gear, initiating procurement processes as needed.
  • Support the Fire Captain at emergency scenes by assisting with the establishment and operation of the command post, managing accountability systems (PAR), and tracking resource status.
  • Compile and analyze operational data to generate statistical reports on response times, incident types, and unit performance to support strategic decision-making.
  • Facilitate the onboarding process for new firefighters assigned to the station, ensuring they receive all necessary information, equipment, and station-specific orientation.
  • Conduct research on new firefighting technologies, safety standards, and administrative best practices to provide informed recommendations to the Captain.
  • Assist in the development and updating of pre-incident plans for high-risk occupancies and critical infrastructure within the response area.
  • Manage the maintenance and repair schedule for station facilities and apparatus, liaising with fleet services and facilities management to minimize operational downtime.
  • Prepare and assemble materials for training drills and company-level instruction, including presentations, handouts, and practical skills documentation.
  • Operate multi-line telephone systems and two-way radio communication equipment in compliance with departmental and FCC protocols.
  • Provide confidential administrative support for sensitive personnel matters, including disciplinary actions and promotional processes, with the utmost discretion.
  • Assist in planning and executing community outreach and fire prevention programs, representing the department in a positive and professional manner.
  • Perform regular inspections and audits of station records, safety equipment, and medical supplies to ensure a constant state of readiness and compliance.
  • Support the Captain in ensuring all personnel are informed of and adhere to departmental policies, procedures, and official directives.
  • Function as a scribe during critical incident debriefings or high-level meetings, capturing key decisions, action items, and timelines accurately.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis to identify trends in emergency response or community risk.
  • Contribute to the organization's data strategy and roadmap by ensuring the accuracy and integrity of all station-level reporting.
  • Collaborate with business units, such as HR, Finance, and IT, to translate data needs into engineering requirements and streamline administrative processes.
  • Participate in sprint planning and agile ceremonies within the data engineering team if involved in technology or software implementation projects.
  • Assist with grant writing research and application preparation to secure funding for new equipment or programs.
  • Participate in station projects, such as minor facility improvements or the organization of historical archives.

Required Skills & Competencies

Hard Skills (Technical)

  • Records Management: Proficiency with records management systems (RMS) and National Fire Incident Reporting System (NFIRS) 5.0 data entry and compliance.
  • Incident Command System (ICS): In-depth knowledge of ICS principles and structure, with certifications for ICS 100, 200, 700, and 800 highly desired.
  • MS Office Suite Mastery: Advanced skills in Microsoft Word, Excel, PowerPoint, and Outlook for creating complex reports, spreadsheets, and presentations.
  • Radio Communications: Expertise in operating multi-channel radio systems, understanding proper radio etiquette and emergency communication protocols.
  • Scheduling Software: Experience with workforce management and scheduling software such as Telestaff, CrewSense, or similar platforms.
  • Fire Service Terminology: Comprehensive understanding of fire, rescue, and EMS terminology, apparatus, and operational procedures.
  • Budget & Procurement: Knowledge of municipal purchasing procedures, budget tracking, and basic accounting principles.

Soft Skills

  • Exceptional Communication: Superior written and verbal communication skills for interacting with diverse groups, from department command staff to the general public.
  • Problem-Solving & Critical Thinking: Ability to anticipate issues, analyze complex situations quickly, and develop effective solutions under pressure.
  • Discretion and Confidentiality: Proven ability to handle sensitive and confidential information with the highest degree of integrity and professionalism.
  • Adaptability & Composure: Capacity to remain calm, flexible, and focused while managing multiple competing priorities in a dynamic, high-stress environment.
  • Attention to Detail: Meticulous and thorough approach to all tasks, from report writing to inventory management, ensuring accuracy and quality.
  • Proactive & Self-Motivated: A strong sense of initiative with the ability to work independently and foresee the needs of the Captain and the station.
  • Interpersonal Skills: Ability to build strong working relationships based on trust and respect with firefighters, officers, and administrative staff.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.
  • Possession of state-certified Firefighter I & II certifications (if a uniformed position).
  • Certifications in ICS 100 & 200.

Preferred Education:

  • Associate's or Bachelor's degree from an accredited college or university.
  • NFPA 1021 Fire Officer I certification.

Relevant Fields of Study:

  • Fire Science / Fire Administration
  • Public Administration
  • Business Administration
  • Emergency Management

Experience Requirements

Typical Experience Range: 3-5 years of progressively responsible experience within a career or combination fire department or a closely related public safety agency.

Preferred: Experience serving in a support role to command staff, as a company officer, or in an administrative capacity with direct exposure to fire department operations. A proven track record of managing administrative tasks in a fast-paced, emergency service environment is highly desirable.

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