Administrative Services Coordinator

Tooele City•Tooele, UT

4d•Onsite

About The Position

Tooele City’s Fire Department is hiring an Administrative Services Coordinator to provide primary administrative and business support and help establish administrative processes and workflow. The role supports the Fire Chief confidentially and works independently with City departments, outside agencies, the public, and the department’s professional and volunteer personnel. It requires sound judgment when handling routine, complex, and emergency-related inquiries, along with reliable on-site attendance. The generally scheduled workday is Monday through Friday, 8:00 a.m. to 5:00 p.m., with flexibility for occasional evening, weekend, or holiday activities. Attendance is required Wednesday evenings from 6:45 p.m. to approximately 8:00 p.m.

Requirements

High school diploma or equivalent.
Four years of progressively responsible administrative experience involving departmental or organizational business functions, financial administration, records or information management, program administration, or similar work, or an equivalent combination of education and experience.
Strong Microsoft Word and Excel skills.
Ability to analyze information and perform financial calculations.
Excellent written and verbal communication skills.
At least 18 years of age.
Valid driver license and driving record acceptable to Tooele City’s risk-management and insurance standards.
Pass a comprehensive background check.
Be available for occasional after-hours departmental needs.
Complete required NIMS and ICS training within the time established by the Fire Chief.
Reliable and predictable on-site attendance, absent authorized leave.

Nice To Haves

Experience with purchasing, budget support, bookkeeping, accounts payable, data analysis, or reimbursement processes.
Advanced database or specialized software experience, including table administration, conversion support, vendor collaboration, or implementation.
Experience handling confidential personnel, financial, or public records.
Associate degree or higher in a related field.

Responsibilities

Serve as the Fire Department’s primary administrative point of contact.
Answer incoming telephone calls and emails and assist visitors and the public.
Keep the Fire Station open and secured during regular business hours.
Provide confidential support to the Fire Chief.
Support budgeting, purchasing, payment processing, financial analysis, reimbursements, and the F.I.R.E. Plan.
Maintain departmental records and assist with public records requests.
Administer specialized software and policy systems.
Coordinate administrative aspects of the volunteer firefighter program.
Support fire inspection, emergency management, and community outreach functions.
Prepare reports, correspondence, spreadsheets, presentations, and other departmental materials.
Coordinate with other City departments and outside agencies and exercise judgment when responding to inquiries.