Administrative Specialist; Fire Department

Join our team as the Administrative Specialist and play a key role in supporting the operations of a busy fire department. This position offers the opportunity to manage administrative operations, support financial and personnel functions, coordinate records and communications, and provide direct support to Fire Department leadership. If you’re a strong communicator with excellent administrative and organizational skills who enjoys making a meaningful impact in a public safety environment, we’d love to hear from you!

• An associate degree in business administration, finance, or a related field, OR an equivalent combination of education and work experience
• Excellent attention to detail, organizational, and multi-tasking skills and possess a strong proficiency in Microsoft Excel, PDF Editor, and other applicable software
• Possess excellent interpersonal skills

• Bachelor’s degree in a related field is preferred
• Two years of experience in payroll processing, including timesheet review and management

• Receive 40 hours of vacation on your first day of employment, plus earn 80 hours of additional vacation time in the first year
• Receive 3 paid floating holidays and 8 paid regular holidays (in a calendar year)
• Potential to qualify for Public Service Loan Forgiveness
• Other excellent fringe benefits (paid sick leave, health insurance, life insurance, etc.)!

Final date to receive applications:
Sunday, October 25, 2026 at 11:59 p.m.

Interviews expected to take place November 3, 2026. Candidates will be notified via email if selected to interview.

Administrative Specialist (Fire Department) Recruitment Snapshot

Under direction of the Fire Chief, the Fire Department Administrative Specialist manages the administrative office of the fire department and collectively coordinates the administrative efforts of six fire stations. This work includes the performance of duties that require the independent exercise of judgment in making decisions based on knowledge of policies and procedures, sensitivity to issues, and state and local laws.

This requires staff level decision-making responsibility in the areas of financial management, personnel, and administrative functions, in addition to serving as the department’s records custodian. Responsibilities include providing general and confidential administrative support to the Fire Chief and Deputy Chiefs; managing the department’s records and communication functions; and assisting the department’s budgeting, purchasing, and payroll activities. The Administrative Specialist also coordinates activities with other City, County, Regional, and State departments, as well as the general public;

supervises assigned staff; and performs other assigned duties.

• Manages and directs the activities of the Administrative Office of the Fire Department in the following areas:
• Assists the Fire Chief in preparing the annual operating and capital improvement plan budgets including service modifications.
• Assists the Fire Chief and Deputy Chiefs in monitoring the financial resources of the department, ensuring that both personnel and materials are being utilized to the maximum extent and are adequate to accomplish the department’s objectives.
• Monitors budget lines and adjusts, as needed, administrative office expenditures (overtime, supplies, training, etc.) to ensure adherence to city and departmental budget guidelines.
• Assists in applying for, managing, approving expenditures, and submitting required reports for government grants.
• Calculates and prepares special pay reports (FLSA, Holiday, Acting, Haz Mat) for submission to the Payroll Division following Local 487 contractual agreements and…