Applications Now Open!

Administrative Assistant

The Lockwood Fire District in Billings, Montana, is accepting applications for the position of
Administrative Assistant. Qualified candidates may be offered an interview and are subject to
background investigation if offered employment. New admin employees are subject to a 6 month probationary period.
Interested candidates should apply with the Lockwood Fire District using the online application found on our website. The closing date for this application is October 2nd, 2026 at 5:00 p.m. MST. A cover letter and resume should accompany the application. Applications can be obtained online here or by calling 406-252-1460. Interviews are scheduled for Thursday, October 8th, 2026.
Must provide the following with application:
• High School diploma or General Educational Development equivalency (GED)
Eligibility for Employment will require that the candidate must:
• Provide a current, valid driver's license and be insurable by the Fire District’s insurer. A
Montana Driver’s License must be obtained within 3 months of hiring. Must be 18 years of age
by date of hire.
Pay and Benefits:
Full benefits can be obtained by request. The position offers a competitive starting salary. Medical benefits are paid for full-time employees and include medical, vision, and dental insurance. Coverage for family members is available for an additional cost. Retirement in Montana PERS, and a vacation/sick time package are also part of the benefit package.

Job Description:

Section 1: Defined
The Administrative Assistant reports to the Executive Assistant for day-to-day supervision and works under the general direction of the Fire Chief. The position assists with administrative duties as directed.
Section 2: General Duties
The Administrative Assistant performs administrative duties as required, with an emphasis on payroll and ambulance billing. The position is responsible for the Fire District's administration of ambulance billing and for maintaining related records and documentation. The Administrative Assistant must be able to work independently, prioritize tasks, and maintain a high level of accuracy and attention to detail.
Section 3: Education and Experience
  • High school diploma or equivalent.
  • Three to five years of progressively responsible administrative or office support experience. An equivalent combination of education and relevant experience may be considered.
Preferred Qualifications: Experience with public-sector or fire/EMS administration, payroll, ambulance billing, records management, or related administrative functions.
Section 4: Professional Skills
  • Proficiency with Microsoft 365 and Windows-based applications, with the ability to learn District-specific systems used for payroll, ambulance billing, electronic records, scheduling, and other administrative functions.
  • Strong verbal and written communication skills, including clear and effective communication with coworkers, other agencies, and the public.
  • Ability to prepare clear, accurate, and professional written records, correspondence, and
  • documentation.
  • Basic knowledge of, or ability to learn, medical terminology.
  • Basic knowledge of, or ability to learn, payroll processes and payroll software.
Section 5: Essential Duties and Responsibilities
The Administrative Assistant provides administrative support to the Fire Chief and Executive Assistant and performs a wide range of office, financial, records, and operational support functions. The position requires a high degree of confidentiality, independent judgment, attention to detail, and the ability to prioritize responsibilities effectively.
1. Coordinate and perform office services and administrative activities, including answering telephones, taking messages, records control, special projects, and other administrative support functions.
2. Coordinate payroll recordkeeping and submission, retirement reporting and records, purchasing, payment of bills, and the deposit of general fund and ambulance fund checks received.
3. Administer and coordinate ambulance billing activities, including the collection and preparation of ambulance billing and electronic patient care report (ePCR) information for accuracy, completeness, and submission to the ambulance billing company.
4. Maintain required ambulance billing records, documentation, and related administrative files. 
5. Monitor shared online calendars and maintain current information regarding training programs, staffing, meetings, and other District activities.
6. Maintain office inventory and order supplies as needed within approved budget parameters.
7. Interpret and communicate established operating policies and procedures as appropriate.
8. Exercise independent judgment in addressing and resolving administrative matters and problems within the scope of the position.
9. Participate in the development of budgets, reports. Responsible for the development of Fire District annual report.
10. Assist with special event planning and coordination.
11. Communicate and work effectively with other governmental agencies, members of the public, patients, hospital personnel, ambulance billing representatives, firefighters, and other District personnel, both by telephone and in person.
12. Maintain confidentiality of sensitive District, personnel, financial, medical, and patient information. The Fire District operates on a 24-hour, seven-day-a-week basis and is subject to the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
13. Attend monthly Board of Trustees business meetings when required to record minutes and compile and distribute information concerning Fire District business.
14. May be requested to provide logistical or administrative support during Fire District emergencies when operationally necessary and when available. This responsibility is occasional and as needed rather than a regularly scheduled on-call assignment.
15. Assist with the entry and maintenance of ISO, training, and related records and reports.
16. Assist with the administration of Fire District social media and public information activities.
17. Assist with and provide administrative support for monthly, weekly, and daily District planning meetings.
18. Coordinate and participate in preparation and maintenance of ICS Form 214 Unit Logs, the Department planning process, and development of Incident Action Plans (IAPs) for District sections and staff.
19. Perform other related administrative duties as assigned that are consistent with the general purpose and level of responsibility of the position.
Section 6: Scope of Responsibility
Understands the intent of and assists in implementing the Fire District's goals, standards, policies, and procedures. Demonstrates awareness of the interrelationship among the people and functions of the Fire District. On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results that may affect people, costs, and/or the quality of services provided by the Fire District.
Section 7: Physical and Work Environment
Work is primarily performed in an office environment within an active fire station and requires regular use of computers, telephones, and other standard office equipment. The position may require prolonged periods of sitting or standing, movement throughout District facilities, handling and moving office supplies, and attendance at meetings or events outside the normal work schedule. The Administrative Assistant may occasionally be requested to provide administrative or logistical support during emergency operations when available.
The position works within an active fire and emergency medical services environment and requires the ability to work effectively with a wide range of personalities and communication styles. First responders deal with difficult and traumatic emergency incidents, and they each process these demands in different ways.