Job Description
The Department of Fire Services helps keep communities safe. We provide firefighter training, fire investigation, fire code development and enforcement, hazardous materials response, special operations support, and fire safety education.
The Fire and Explosion Investigation Unit (FEIU) of the Department of Fire Services is currently seeking qualified applicants to serve as the Assistant to the Commanding Officer. This position provides primary administrative support to the State Police leadership of the Department of Fire Services' Fire and Explosion Investigation Unit (FEIU). The position is located at the Department of Fire Services in Stow, MA and supports the investigatory unit, which consists of approximately 30-40 state police troopers.
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The ideal candidate is someone who is organized, detail-orientated, has an interest and enthusiasm for the Department of Fire Services' mission, and possesses strong Microsoft Office software skills.
Specific duties include:
- Performs and coordinates general office functions of a responsible and confidential nature for the Fire and Explosion Investigation Unit (FEIU) Commanding Officer and FEIU staff.
- Prepares various types of correspondence (e.g. letters, memos, forms, etc.) by composing, typing and proofreading based on instructions, drafts or other notes and directions. Draft routine correspondence to respond to inquiries, to follow-up on unit actions or procedures or as requested; obtain required signatures for documentation flow following standard procedure.
- Maintain and update assigned databases and applications used for tracking and reporting on information such as daily case information, ongoing projects and assignments and logs of incoming correspondence and other records.
- As directed, responds to requests for information or reports within established time constraints, such as arson reports, according to freedom of information statutes, policies, regulations and guidelines. Retrieves and copies documentation, sends billing to person requesting information; records payment and submits to Fiscal Affairs for bank deposit and MMARS reporting.
- Assist in researching and preparing a variety of special reports to provide requested information; draw data from a variety of sources within and outside the FEIU; sort, streamline, review for completeness, and enter data into specific formats and various software; and prepare report format, tables, charts and graphs.
- Coordinate and schedule meetings, within unit or other site locations; reserve space through MS Outlook, the DFS Learning Management System (LMS) or other means; arrange for catering, technology needs and room set-up; prepare agenda and take notes.
- Arrange travel and accommodation for the Commanding Officer and other FEIU or DFS staff members as necessary, including preparing and facilitating approval of travel requests through DFS and MA State Police (MSP).
- Assist with preparation for special events, conferences or training, which may include event scheduling and travel, facilities, food services, equipment set-up, and audio-visual equipment arrangements to provide an effective forum for meetings, educating and sharing information.
- Represent the Commanding Officer at meetings concerning the administrative functions of the FEIU, such as finance or IT meetings, and advise the Commanding Officer of the best course of action on administrative matters.
- Performs administrative support functions for the FEIU including bookkeeping tasks such as processing purchasing requests and invoices, tracking encumbrance balances, assisting with budget preparation and monitoring, and identifying vendors.
- Establish and maintain tracking systems to assist in monitoring the timely completion of FEIU reports and other tasks; perform related tasks such as sending out reminders for upcoming due dates or following up with Troopers on overdue tasks and reports.
- Acts as liaison between FEIU and external groups and other agencies (e.g. Fire Departments, ATF, Attorney General, District Attorneys and insurance companies), providing and requesting information to support inter-and cross-agency workflow, collaboration, and communications.
- Works closely with MSP General Headquarters staff to ensure continuity of operations within the FEIU. This will include occasional reporting to the MSP Headquarters to facilitate mail delivery and/or for meetings as directed by the Commanding Officer.
- Participate in special projects relating to the Commanding Officer's and/or FEIU's responsibilities, as requested.
- Establishe and maintain coding, filing and records management systems for hard copy, disks or computer stored documents and other information for subsequent recovery.
- Answer and screen telephone calls and e-mail; provide information requiring judgment of Commanding Officer's preference and own knowledge of FEIU policies and procedures; refer and redirect inquiries to the appropriate person, unit or agency to provide efficient service and assistance.
- Maintain and order office and other supplies within the limits of vendor agreements and budgets; contact vendors to schedule repairs for FEIU equipment.
- Facilitate the ordering and distribution of IT equipment, software, and subscriptions. Assist FEIU staff members with securing necessary IT resources from both MSP and DFS.
- Sort, collect, screen and distribute incoming and outgoing mail to ensure proper and timely mail distribution.
- Perform clerical duties such as photocopying, faxing, and filing to support efficient FEIU operations.
- Perform other related duties as assigned.
Qualifications
First consideration will be given to those applicants that apply within the first 14 days.
MINIMUM ENTRANCE REQUIREMENTS:
Applicants must have a high school degree or equivalent and (A) at least five (5) years of full-time, or equivalent part-time, experience in clerical or secretarial work or (B) any equivalent combination of the required experience and substitutions below.
Substitution:
I. An Associate's degree may be substituted for two (2) years of the required experience.
The primary work location for this role will be at the DFS Stow MA campus. Where appropriate, DFS offers a hybrid work model, consisting of in-office and telework to further enhance the work/life balance of its employees. The successful candidate would be required to work primarily on site during initial training and orientation period before telework may be offered and/or for certain positions, telework may not be appropriate.
Periodic criminal background checks, including fingerprinting, are required in compliance with the Commonwealth's Criminal Justice Information Services regulations and applicable policies.
Comprehensive Benefits
When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.
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An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.