Administrative Support Manager

The Administrative Support Manager is responsible for overseeing the daily duties and responsibilities of Fire Administration personnel, ensuring departmental budgetary, payroll, and operational deadlines are consistently met. This role also includes responsibility for personnel database management, accurate recordkeeping, and oversight of administrative management processes to ensure efficiency, compliance, and continuity of operations.

The following duties are representative of the work required for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Prepares/oversees the accurate and timely preparation of the department's payroll.
• Prepares hiring and onboarding personnel actions in conjunction with Human Resources.
• Prepares forms and documents necessary to administer Department programs, projects, and objectives as required.
• Initiates correspondence to employees and others regarding personnel procedures or related matters.
• Receives requests for purchases and determines their validity and priority.
• Ensure requisitions are prepared and purchasing records are kept up to date. Manages vendor and contract databases.
• Assists Fire Chief or acting thereof in the formulation and implementation of the Department's annual operating budget and prepares presents, and/or participates in similar presentations to the Mayor, Board of Commissioners, vendors, and other stakeholders.
• Trains and/or ensures the on-going training of administrative staff members in the latest computer applications used by the agency, secretarial skills and general office clerical functions.
• Manages the travel/training process for departmental staff, submits travel documentation to Finance, and requests reimbursement checks.
• Initiates, conducts and directs various departmental studies, and analyzes complex problems involving workforce utilization, office automation and operational procedures.
• Any other duties assigned by the Fire Chief or acting thereof to effectively, efficiently and successfully manage the daily operations of the department.

The Administrative Support Manager should possess, at a minimum, a Bachelor's degree in Management, Public Administration, Business Administration, or related field, and at least five (5) years of experience in office management; or an associate degree and at least seven (7) years of experience in office management; or any equivalent combination of education and experience which provides the required knowledge, skills, and abilities to successfully perform the duties and responsibilities of the position.

• Knowledge of the principles and practices of office administration including time management, strategic planning, and office systems design.
• Knowledge of personal computers, word processing, and database software programs, including the Microsoft Office Suite, Windows NT network, Internet, and e‑mail services.
• Knowledge of FMLA, Kin Care, and leave regulations ensuring compliance and payroll tracking for fire personnel.
• Ability to plan, organize, and effectively manage the operation of an office.
• Ability to analyze budgetary reports and devise/setup computer applications for budget preparation and administration.
• Ability to maintain effective working relationships with fellow employees, vendor representatives, and members of the general public.
• Advanced communications kills, interpersonal and public speaking, as well as written communication skills.
• Considerable discretion in the handling of confidential materials and sensitive information.