Administrative Assistant - EMS/GIS (079)

JOB TITLE: ADMINISTRATIVE ASSISTANT (GRADE 6. Department: Fire and EMS Operations Department Date: October 2026 Reports to: Director of Department FLSA: Non-Exempt Position Summary: Responsible for supporting the day-to-day activities of the Department of Fire and EMS Operations. Maintains and acquires GIS records, processes data requests, manages the department’s database, provides local support for data acquisition, communicates regarding GIS requests and progress via phone and email, and supports the director and deputy directors of the department.

Responsibilities

Answers incoming questions/requests about projects and GIS and tabular data via email and telephone. Saves, organizes, and maintains GIS and CAD datasets and databases using standard conventions. Maintains GIS and CAD metadata, project files and file structure, and establishes geospatial records management standards. Processes project requests and incoming GIS data.

Provides GIS subject matter expertise to guide locals on GIS and CAD data acquisition. Liaises with local data source representatives. Updates and maintains Esri StoryMaps and Experience Builder programs with response boundaries and project records. Validates submitted data to ensure compliance with established data requirements.

Monitors the Fire & EMS Operations dedicated data email address. Constructs and maintains automated email reminders to support project progression. Manages invoices and enters accounts receivable items such as checks into IAFF’s accounting system and routes such receivables for deposit. Creates, gathers, compiles, and organizes survey questionnaires and information and distributes correspondence in support of department projects.

Handles routine clerical and administrative support activities. Performs other duties as required to support the department and its mission. Skills & Qualifications: Bachelor’s degree with focus on Geography, GIS, data science, or related field. Knowledge of GIS and tabular data storage and acquisition processes and best practices.

Excellent oral and written communication skills. Ability to communicate GIS and data concepts to broad audiences. Proficient in Microsoft Office Suite, Esri products, Smartsheet or other project management system. Deep understanding of GIS data and handling of large datasets. Knowledge and experience with complex administrative tasks that include working in a busy department and excellent organizational skills.

Experience with Python and/or R, especially in GIS environment, preferred. Knowledge of unions or other advocacy organizations. Ability to follow established procedures in completing work assignments and projects.