Administrative Specialist (Fire Department)

Eau Claire, City of • Eau Claire, WI

8d

About The Position

The Administrative Specialist manages the Fire Department’s administrative office and coordinates administrative efforts across six fire stations. Under the direction of the Fire Chief, the role exercises independent judgment based on departmental policies and procedures, relevant laws, and the needs of the department. It provides general and confidential support to the Fire Chief and Deputy Chiefs and has staff-level decision-making responsibilities in financial management, personnel, and administrative functions. The position also serves as the department’s records custodian, coordinates with other government departments and the public, supervises assigned staff, and performs other duties as assigned.

The role supports budgeting, purchasing, payroll, grants, personnel administration, office operations, communications, and records management. It prepares and monitors budgets and financial reports, reviews timesheets, processes special-pay reports, purchase requisitions, vendor payments, and service billings, and assists with travel and training arrangements. It coordinates administrative staffing and workflow, supports hiring and employee performance processes, prepares reports and presentations, responds to public inquiries, and helps develop administrative procedures and improve service delivery.

The Administrative Specialist manages departmental records and communication systems, maintains fire and EMS software user information and statistical reports, manages department website content, and coordinates responses to community information and open-records requests. This includes reviewing fire and EMS reports for release under Wisconsin statutes and HIPAA requirements and preparing explanations when records or information must be withheld or redacted.

Work is performed in a general office setting with a minimal presence of hazards. It involves sitting, standing, walking, and lifting less than 20 pounds.

Requirements

• Associate degree in business administration, finance, or a related field, or an equivalent combination of education and work experience.
• Excellent attention to detail, organizational, and multitasking skills.
• Strong proficiency in Microsoft Excel, PDF Editor, and other applicable software.
• Excellent interpersonal skills.
• Maintain prompt, predictable, and regular physical attendance.
• Ability to take direction and work well with others.
• Ability to concentrate and perform accurately, react productively to change, handle other assigned tasks, and back up fellow coworkers.

Nice To Haves

• Bachelor’s degree in a related field.
• At least two years of payroll-processing experience, including timesheet review and management.

Responsibilities

• Manage and direct the activities and workflow of the Fire Department administrative office and coordinate administrative efforts across six fire stations.
• Assist the Fire Chief with preparation of annual operating and capital improvement plan budgets, including service modifications.
• Monitor departmental financial resources, budget lines, and administrative office expenditures; help ensure resources are used effectively and spending complies with City and departmental guidelines.
• Assist with government grant applications, expenditure approvals, grant management, and required reporting.
• Calculate and prepare special-pay reports, review and update employee timesheets for Payroll, prepare purchase requisitions, authorize vendor payments, reconcile procurement-card statements, and prepare service billings.
• Coordinate vendor selection, obtain quotes, and order supplies and equipment while confirming specifications and quality standards.
• Arrange employee travel, training registration, lodging, and transportation.
• Direct the work of the Administrative Associate II in support of Civilian Fire Inspectors and the Risk Manager’s office, and monitor administrative staff schedules and time-off requests to ensure coverage.
• Under the Fire Chief’s direction, provide personnel recommendations and complete employee performance evaluations as necessary.
• Prepare the Fire Department annual report and City Council presentation materials; attend City Council meetings and other special meetings as needed.
• Respond to public inquiries and ensure external complaints are received and forwarded to the Fire Chief.
• Prepare communications, correspondence, reports, and status updates for the Fire Chief.
• Develop and implement operational initiatives, programs, and processes to improve service delivery.
• Facilitate interviews for new personnel, provide administrative training to new employees, and create guidelines and training on software and administrative processes.
• Coordinate personnel updates with IT, monitor probationary employees’ administrative progress, track start dates and pay-step increases, and prepare related Personnel Action forms.
• Track paramedics’ years of service and prepare Personnel Action forms when they reach the next pay tier.
• Assist the Fire Chief with departmental disciplinary history and actions and coordinate department events.
• Gather information about new legislation and statutory changes and provide it to chief officers.
• Collaborate with Deputy Chiefs and other City departments, participate in intradepartmental meetings, and assist with administrative policies and procedures.
• Manage personnel duty-shift records in Aladtec and Rave and update fire and EMS reporting software for new hires and promoted personnel.
• Create statistical reports in departmental fire and EMS software and manage content on the department pages of the City website.
• Work with the Fire Chief to track and respond to community information requests and open-records requests.
• Review open-records requests for fire and EMS reports, determine what may be released under Wisconsin statutes and HIPAA, and draft explanations for denials or redactions.
• Perform related duties and other functions as directed by the Fire Chief.

Benefits

• 40 hours of vacation on the first day of employment, plus the opportunity to earn 80 additional hours of vacation during the first year.
• Three paid floating holidays and eight paid regular holidays in a calendar year.
• Potential eligibility for Public Service Loan Forgiveness.
• Paid sick leave.
• Health insurance.
• Life insurance.
• Other fringe benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree