Fire Administrative Coordinator

Location: Wyoming

Position Title: Administrative Coordinator to the Fire Chief/Warden

FLSA Status: Full-time, Salaried, Non-Exempt

Reports To: Fire Chief/Warden

Work Location: Pinedale, Wyoming

Hiring Range/Starting Pay: $70,169.15 DOQ plus benefits (see below)

First Review of Applications: June 24, 2026

Open Until Filled: Yes

Position Summary

Reporting directly to the Fire Chief/Warden, the Administrative Coordinator provides high-level administrative, financial, recordkeeping, and operational support for Sublette County Unified Fire. This position serves as a primary point of contact for the public, internal staff, volunteer firefighters, County offices, and external partners. The role requires sound judgment, professionalism, discretion with sensitive information, and the ability to balance competing priorities while producing accurate, timely, and well-documented work.

Essential Functions

• Provide customer service by greeting and assisting the public, answering and routing calls, responding to requests for information, and processing applicable applications and forms.
• Maintain accurate administrative, financial, and operational records in digital and hard-copy formats, ensuring appropriate confidentiality, retention, transparency, audit readiness, and legal compliance.
• Prepare meeting materials including agendas and packets, take minutes, and track follow-up actions as assigned.
• Enter and maintain data in the department's First Due Records Management System (RMS) and other systems as assigned, including records related to incidents, training, personnel, payroll, equipment, maintenance, finances, prevention, public education, grants, investigations, and health and safety programs.
• Reconcile accounts payable in coordination with the County Clerk's Office; prepare and route voucher payment documentation and supporting records.
• Process payroll documentation for administrative staff and paid-per-call volunteer firefighters, ensuring accuracy and timeliness.
• Assist with preparation, administration, monitoring, tracking, and justification of the department budget in coordination with County budget processes, including expenditures, revenues, supporting documentation, and periodic status summaries.
• Support grants, federal fire reimbursements, donations, and other special funding streams by organizing financial records, completing required forms, maintaining audit-ready files, and documenting eligible costs.
• Track, compile, review, and submit final state/federal wildland fire reimbursement documentation, including OF-288, OF-286, and Wyoming Exhibit B forms, consistent with the NWCG Standards for Interagency Incident Business Management and applicable state, and County requirements.
• Maintain office supply inventories for six (6) fire stations; coordinate ordering, receiving, and distribution consistent with department direction and County purchasing practices.
• Obtain quotes for department purchases as directed; assist with purchasing documentation, vendor communication, recordkeeping, and justification of resource requests based on operational need, budget impact, risk considerations, and long-term planning.
• Compile data and prepare reports or information for the Fire Chief/Warden, Board of County Commissioners, state reporting systems, partner agencies, reimbursement processes, grant reporting, operational review, and public records requests as appropriate.
• Perform general office functions including correspondence, scanning, mail processing, basic document formatting, and other duties as assigned.

Minimum Qualifications

• High school diploma or GED.
• Two (2) years of secretarial/administrative experience or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities.
• Demonstrated ability to type at least 60 words per minute with accuracy.
• Demonstrated proficiency with computers and standard business software, including Microsoft Office (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong organizational skills with the ability to prioritize multiple tasks, meet deadlines, and maintain attention to…