ARFF Office Administrator

Supports the efficient operation of the ARFF department through administration of compliance processes, coordination of departmental resources and inventory, and assistance with emergency response and operational activities. Reviews and maintains departmental policies and procedures to ensure compliance with applicable NFPA, FAA, Kentucky State Fire Commission, KBEMS, and KCAB requirements while reducing organizational liability. Manages key administrative and logistical functions, including uniforms and supplies, grants, expense tracking, maintenance contracts, and employee travel.

Serves as the Supply Manager/Officer during major emergencies, coordinating equipment, supplies, and operational resources for department firehouses.

• Reviews, updates, and maintains departmental policies and procedures to ensure compliance with applicable FAA regulations, Kentucky statutes, fire service and EMS standards, and KCAB policies and guidelines.
• Manages and maintains the department records in accordance with CVG Airport policy.
• Manages the departmental procurement process to include requisitioning/tracking department funds, materials, and invoices; compiling reports; ensuring compliance and forwards information to appropriate department for processing and payment.
• Directs and maintains inventory management functions, including procurement planning, stock level monitoring, physical inventory counts, min/max ordering systems, reporting, and coordination with the Central Warehouse to support departmental operational readiness.
• Provides Finance with accounts receivable and invoicing information.
• Serves as the Supply (Manager) Officer and coordinates equipment, materials, and resource needs for each firehouse during emergency events such as; an ARFF Signal 500 and other mass causality events.
• Monitors and assists Fire Chief and Deputy Fire Chiefs with managing the department budget, to ensure Department stays within budget limits and guidelines.
• Completes grant reimbursement claims.
• Coordinates, attends, documents departmental events such as annual Fire Chief’s meeting, staff meetings, employee appreciation, promotions and retirements.
• Serves as a member of KCAB’s Covered Entity and is responsible for ensuring the privacy and security of Protected Health Information in accordance with the Health Insurance Portability and Accountability Act and KCAB Policy 1040.
• Performs other duties of a similar nature and level as assigned.

Minimum Education:

Bachelor’s degree in a related field

Minimum Years of Direct

Experience:

5, directly related experience, or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

• Grammar, spelling and English.
• Basic accounting, general ledger and budgeting.
• Record Management Systems.
• Advanced application of Microsoft Office Suite, SharePoint and related software.
• Public Relations.
• Federal, state, local and organizational regulations including but not limited to;
  Kentucky Revised Statutes (KRS), National Fire Protection Association (NFPA), Kentucky Board of Emergency Medical Services (KBEMS), Kentucky State Fire Commission, and Federal Aviation Administration (FAA).

• Clearly and effectively communicating both orally and in writing;
• Use of a variety of computer-based technologies including word processing, graphs and spreadsheets;
• Establishing and maintaining effective, fair, cooperative, collaborative and respectful relationships with internal and external colleagues, peers, work teams and work groups.;
• Preparing grant claims.;
• Data entry.;
• Use of multi-line telephone.;
• Ability to prioritize and organize.;
• Working…