Job Details

Salary: $24.54 - $25.77 Hourly
Location : 710 E Mullan Ave. Coeur d'Alene, ID
Job Type: Full-time
Job Number: 26-00022
Department: Fire
Opening Date: 03/19/2026
Closing Date: 4/3/2026 5:00 PM Pacific

Job Summary

The City of Coeur d'Alene is looking for a detail orientated Administrative Assistant with exceptional customer service skills to work in the Fire Department Administrative office.
Performs complex administrative and secretarial support for individuals or groups of individuals relieving them of administrative duties. Work often includes handling more private or sensitive information. An employee in this classification manages correspondence; maintains communications with key staff within and outside the department; processes payroll and timesheets; schedules and coordinates meetings, interviews, events and other similar activities; prepares internal support materials and reports; and may perform bookkeeping and accounting. In the Fire Department, this position also prepares incident reports, processes Public Records Requests, enters data from Fire suppression system and converts to on-line files, schedules travel and processes expenses, and takes minutes for administrative meetings. The job requires finely honed time management and organization skills with attention to detail and accuracy. This classification is distinguished from the Department Specialist class by the overall complexity and difficulty of the work and the independence required of the position; the Administrative Assistant handles more challenging and multifaceted problems, and work tasks may not have an established procedure or protocol. The classification may provide lead work to other staff. The Administrative Assistant must have a high school diploma or GED with a preferred Associate's Degree, and three (3) years' experience providing administrative support, preferably in a governmental environment. Work is usually performed in an office environment.

Examples of Duties
(illustrative only and may vary by assignment)

• Performs complex administrative support including managing correspondence, generating reports and maintaining accurate files;
• Prepares and processes invoices for payment, obtaining signatures, copying, scanning, processing and tracking purchase orders;
• Maintains contact with vendors to resolve invoicing issues;
• Compiles, calculates, records and monitors a complex payroll system for the department;
• Monitors and orders all office supplies and furniture for the department;
• Runs errands to post office and office supply store;
• Lists and transcribes confidential recorded interviews for major crimes, internal investigations and sensitive letters or reports;
• Maintains strict confidentiality of information processed or prepared;
• Provides direct administrative support to the division or department;
• Prepares and modifies documents including correspondence reports, drafts, memos and e-mails;
• Utilizes a variety of computer software programs and equipment to perform duties;
• Responds to the public over the phone or in person in a tactful, pleasant and courteous manner;
• Interacts in a professional and respectful manner with City and the public;
• Creates various information pamphlets, brochures, certificates for internal or external use;
• Maintains current and accurate files;
• Makes travel arrangements;
• Processes timesheets and p-card transactions;
• Responds to management's, supervisor's, co-workers' and citizens' questions and comments in a courteous, thorough and timely manner;
• Performs time management and scheduling functions, meets deadlines, and sets project priorities;
• Maintains strict confidentiality of all matters;
• Assists other department and City employees as needed or requested;
• Performs all work duties and activities in accordance with City policies, procedures, and safety practices.

Secondary Duties and Responsibilities:

• Provides backup to Department Specialists or other staff as needed;
• Performs other duties as assigned.

Minimum Requirements

• High school diploma or GED with Associate's Degree preferred;
• Three (3) years' experience providing administrative support, preferably in a governmental environment; orAn equivalent combination of education and experience that provides the required skills, knowledge and abilities to successfully perform the essential functions of the position may be considered.

Supplemental Information
The requirements listed below are representative of the minimum knowledge, skill, and/or ability required for an individual to satisfactorily perform each essential duty satisfactorily and be successful in the position.
Knowledge of:

• Department programs, objectives, policies and procedures;
• Customer service principles and procedures;
• Lead duties and employee training methods;
• Financial recordkeeping, bookkeeping and accounting methods and payroll processes;
• Principles and procedures of record keeping and reporting;
• Modern office functions, management, processes and procedures;
• Operation of standard office equipment and a personal computer and job-related software applications for word processing, spreadsheets, desktop publishing and other required applications;
• Public sector, government, or related environment and operations, including general municipal management terminology, codes, acts, and regulations.

Skill and Ability to:

• Maintain a calm, professional demeanor and effectively communicate with officers and the public in potentially controversial situations;
• Understand and apply departmental, state and local law enforcement procedures, policies, rules and regulations;
• Proficiently operate computers, software programs, such as Microsoft Word, Excel, PowerPoint, or similar office software to create documents and other materials, maintain information, and generate reports;
• Use English and speak clearly for understanding;
• Listen carefully to, understand, and effectively communicate through verbal, written, and electronic communication channels;
• Perform duties to supervisor's expectations;
• Follow verbal and written instructions;
• Work independently and exercise initiative, with general guidance and supervision;
• Maintain a professional demeanor at all times;
• Maintain strict confidentiality;
• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
• Demonstrate integrity and ingenuity the performance of assigned tasks and solving problems;
• Perform all duties in accordance with City policies and procedures with regard for personal safety and that of other employees and the public.

Physical Demands & Work Environment:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of a job, on a case-by-case basis.

While performing the duties of this classification, the employee is frequently required to stand, walk, sit, stoop, kneel, bend, use hands to keyboard or type, handle materials , or manipulate tools used in performing the essential functions of the classification, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this classification include close vision, distance vision, color vision peripheral vision, depth perception and ability to adjust focus. Sufficient clarity of speech and hearing abilities required by this classification includes those which permit the employee to discern verbal instructions and communicate effectively in person, by telephone. While performing the duties of this classification, the employee works in an office setting where the noise level in the work environment is usually moderate.
The City of Coeur d'Alene offers a very generous benefit package. Below is a brief overall summary of our general benefits. Depending on the position you are applying for, the position may fall under a specific bargaining group and as a result, may have benefits in addition to what is listed below.
Retirement & Investment Plans:

• PERSI retirement benefits,
• 401k & 457 investment plans

Medical

• Regence Blue Shield of Idaho
• Employee covered 100%, low cost dependent coverage
• Employees choosing to waive medical coverage due to other group coverage available, may receive a monthly contribution into their HRA VEBA plan.

Dental:

• Blue Cross of Idaho
• Willamette Dental
• Northwest Dental Benefits
• 100% employer paid for employee and dependents

Life Insurance and Long Term Disability

• Basic life insurance, line of duty death and Long Term Disability, 100% employer paid
• Supplement life insurance available

Health Reimbursement Arrangement (HRA)- Pre and post-retirement health reimbursement arrangement. The city makes tax-free contributions into the eligible employee's account on a monthly basis.

Paid Leave:

• 11 paid holidays
• 8, 10 or 18 hours vacation per month (depending on CBA), increasing with years of service
• 10 hours sick (24 for fire) per month

Other Option Benefits:

• Employee Assistance Program (EAP)- Comprehensive program that provides counseling for work, family, personal and financial issues. This benefit also has telehealth options.
• Tuition Reimbursement
• Pre-tax Flexible Spending Accounts
• AFLAC-Colonial Life
• Supplement Life Insurance: for employee and spouse
• Wellness Benefit

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