Administrative Specialist - Health andamp; Safety​/EMS

Join a mission-driven team that plays a direct role in supporting the health, safety, and wellness of our firefighters and community. As an Administrative Specialist for Snohomish Regional Fire & Rescue's Health & Safety and EMS Divisions, you will provide advanced administrative and program support that keep operations running smoothly across the District.

In this highly collaborative position, youll help coordinate key programs, track compliance and regulatory requirements, maintain confidential records, and support initiatives that keep our employees safe. Youll administer critical systems, manage data and reporting used for operational decisions, and assist in delivering programs that promote safety and wellness efforts throughout the organization.

If youre detail-oriented, proactive, and energized by meaningful work that directly supports first responders, this role offers the opportunity to make a lasting impact behind the scenes. With a four-day workweek, a balance of independent and team-based work, and exposure to a wide range of safety and EMS operations, this position is ideal for an organized professional who thrives in a dynamic environment where accuracy, confidentiality, and strong communication make all the difference.

Administrative Specialists provide advanced administrative support for a specific area and/or program within an assigned department. The work is characterized by complex tasks which typically require a considerable amount of technical understanding, research, and analysis prior to developing conclusions and/or recommendations. Incumbents assist in the organization and administration of a particular function within a department/division; duties often include creating, updating and monitoring various financial and non-financial reports, managing special assignments, assisting with the administration of budget information, financial/statistical recordkeeping and controlling the flow of various information and processes throughout the assigned department.

Specific duties within Health & Safety and EMS may include:

General Health & Safety and EMS Program Administration & Coordination

• Coordinate Health & Safety and EMS program activities, guidance and communications.
• Serve as a liaison with internal staff, vendors and partner agencies.
• Conduct research, compile data, and prepare reports to support program decisions.
• Draft and process agendas, minutes, memos, correspondence, and technical documents (including training documentation, communications, etc.)
• Support budget tracking, purchasing, grant documentation, and expenditure oversight.
• Assist with formatting, editing and publishing Health & Safety and EMS documentation and presentations.
• Tracking and maintaining certifications and required credentialing.

Health & Safety System Administration (Vector Solutions), Exposure Reduction Reporting & Recordkeeping

• Maintain regulatory and compliance documentation.
• Administer injury/illness, near-miss, collision, and safety recommendation reporting systems.
• Validate, route, and document submissions and generate dashboards, analytics, and statistical reports.
• Coordinate NFPA 1582 medical evaluations and specialized screenings.
• Track compliance and documentation needs and manage vendor communications and scheduling.
• Maintain PPE and equipment inventories, expense tracking and vendor coordination.

Shared Administrative Functions

• Maintain files, records, and databases in compliance with retention and accessibility standards.
• Provide backup administrative support as needed.
• Draft correspondence, reports, presentations, and division communications.
• Maintain and update digital platforms and support internal communications related to safety, wellness, and EMS.
• Perform other related duties to support Health & Safety and EMS Division goals.

Knowledge or Skill in:

• Advanced office administration practices and procedures.
• OSHA, WAC 296-305, and NFPA standards applicable…