Lead Administrative Support Assistant

Job Description:

Lead Administrative Support Assistant

Description

Since 1972, the Missouri Division of Fire Safety / Office of the State Fire Marshal has been the State of Missouri’s premier regulatory oversight and enforcement agency for Fire Investigations, Blaster licensing, Fire Inspections, Fire Safe Cigarettes program, Fireworks permitting, Elevator and Amusement Ride Safety, Boiler and Pressure Vessel Safety, Firefighter Training and Certification, and the NFPA 1123 Licensed display operator and NFPA 1126 Licensed pyrotechnic effects operator programs. The Division provides direct services to over 25,000 first responders and over 51,000 businesses in Missouri, as well as indirect services to the 6.1 million residents and over 40 million visitors to the state each year.

Our vision is to work with Missouri’s First Responders and businesses to provide a safer environment for Missouri citizens and visitors by minimizing the threat of death, injury, and property loss. Our mission is to provide proactive statutory enforcement, regulatory oversight, and education to protect all lives and property from the devastation of fires, explosions, and life safety perils.

We value responsibility, integrity, professionalism, fairness, and dedication. The Division of Fire Safety is looking for someone who shares these values to join our training and certification unit team.

In addition to challenging work that makes a difference, the position receives a great benefits package that includes paid time off, medical/vision/dental insurance, life insurance, and a defined benefits retirement.

The Program Specialist, Training and Certification Unit, performs a wide range of administrative, clerical, and technical duties to support the Division’s training and certification programs. This position coordinates training sessions, maintains detailed records of certifications, and serves as a point of contact for internal personnel and external agencies. The ideal candidate must be highly organized, possess excellent communication skills, and handle confidential information with the utmost discretion.

What you’ll do

Training and Certification Coordination:

• Coordinate and publicize training classes offered through the NFA and contracted training programs.
• Issue certifications to qualified individuals.
• Provide certification reports for the International Fire Service Accreditation Congress (IFSAC).
• Generate National Professional Qualification Board (The ProBoard) certification applications and send them to qualified individuals.

Information and Records Management:

• Maintain and update the division’s database and records for all training, certification, and attendance information.
• Create and maintain confidential personnel and certification files.
• Ensure all records and procedures are following local, state, and national standards, such as those set by NFPA, the International Fire Service Accreditation Congress (IFSAC), the National Professional Qualification Board (The ProBoard), and the Missouri Division of Fire Safety.

Administrative Support:

• Provide administrative assistance to the Program Manager and Senior Program Specialists.
• Prepare and edit correspondence, reports, presentations, and other written materials.
• Assist with budget preparation and track expenditures for training-related activities.

Communication and Public Relations:

• Serve as the initial and primary point of contact for the Training and Certification unit, handling inquiries from first responders and the public via phone, email, and in person.
• Liaise with local, state, and federal agencies regarding training requirements and certifications.
• Manage and update the Training and Certification Unit’s webpages or social media related to training schedules and announcements.

General Office Support:

• Prepare, organize and publish meeting materials, agendas, and take minutes for the Fire Education/Advisory Commission quarterly meetings.
• Maintain inventory and order office supplies and training materials.
• Assist with special projects related to departmental administrative services as assigned.

Qualifications - All you’ll need for success

Minimum Qualifications

• Education: High school diploma or GED equivalent; specialized coursework or post-secondary education in office administration is preferred.
• Experience: A minimum of 2-3 years of experience in an office administration or clerical role, preferably in a public safety or emergency services environment.

Preferred Qualifications

Possess a valid Missouri driver’s license.

Lack of post-secondary education will not be used as the sole basis denying consideration to any applicant.

Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe products and records management/learning management software.
• Excellent organizational and time management skills with the ability to prioritize multiple tasks and meet deadlines in a high-interrupt office environment.
• Exceptional written and verbal communication skills.
• Ability to exercise independent judgment and initiative while working with minimal supervision.
• High attention to detail for accurate data entry, record-keeping, and report generation.
• A high degree of professionalism, discretion, and confidentiality.
• Work is primarily performed in a standard office environment but may require occasional travel to fire stations or training centers.
• The position may involve exposure to sensitive or confidential information and the ability to maintain composure during stressful situations.
• Occasional travel may be required to attend off-site training, conferences, and stakeholder meetings.

The salary indicated represents a base pay rate. If the individual selected or the position is eligible for a pay differential (e.g., shift, security, or years of service), it will be added to the total compensation in your paycheck. A pay differential does not raise your base pay.

The State of Missouri offers an excellent benefits package that includes a defined pension plan, generous amounts of leave and holiday time, and eligibility for health insurance coverage. Your total compensation is more than the dollars you receive in your paycheck. To help demonstrate the value of working for the State of Missouri, we have created an interactive Total Compensation Calculator. This tool provides a comprehensive view of benefits and more that are offered to prospective employees. The Total Compensation Calculator and other applicant resources can be found here .

If you have questions about this position, please contact:

DPS.HumanResources@dps.mo.gov

Salary:

$38,769.84-$42,000.73 per Year