ADMINISTRATIVE SERVICES COORDINATOR

Tooele City•Tooele, UT

21h•Onsite

About The Position

Tooele City Fire Department is hiring an Administrative Services Coordinator to support the needs of its fire services and help establish administrative processes and business workflow. The role provides broad administrative and business support to a fire department that combines professional leadership with a large volunteer firefighter base. It serves as the department’s primary administrative point of contact, works independently, coordinates with City departments and outside agencies, and uses judgment in responding to routine, complex, and emergency-related inquiries. The position supports the Fire Chief confidentially and assists with budgeting, purchasing, payment processing, financial analysis, reimbursements, and the F.I.R.E. Plan. It maintains departmental records, helps with public records requests, administers specialized software and policy systems, coordinates administrative aspects of the volunteer firefighter program, and supports fire inspection, emergency management, and community outreach. The role also prepares reports, correspondence, spreadsheets, presentations, and other departmental materials. The work schedule is generally Monday through Friday, 8:00 a.m. to 5:00 p.m., with flexibility for evening, weekend, or holiday activities. Regular attendance is required on Wednesday evenings from 6:45 p.m. to approximately 8:00 p.m. Reliable and predictable on-site attendance, absent authorized leave, is required. The successful candidate must be available for occasional after-hours departmental needs and complete required NIMS and ICS training within the time established by the Fire Chief.

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.
Availability 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 skills in databases or specialized software systems, including table administration, conversion support, vendor work, or implementation.
Experience handling confidential personnel, financial, or public records.
An 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 respond to routine, complex, and emergency-related inquiries.