Administrative Specialist - Fire Department

Village of Elk Grove•Elk Grove Township, IL

1d•Onsite

About The Position

Elk Grove Village, a progressive community known for its large business park, is seeking a dynamic, detailed, and skills-oriented Administrative Specialist for its Fire Department. The Fire Department plays a crucial role in the community by responding to fire, rescue, and emergency medical incidents, providing disaster assistance, educating the public on safety, and conducting inspections. The department is committed to ensuring a safe environment for residents, businesses, and visitors. The Administrative Specialist will support the Fire Chief and Deputy Fire Chief by managing incoming correspondence and calls, allowing them to focus on managerial duties. This role provides essential office support through a variety of duties and responsibilities, ensuring prompt and accurate assistance to the department.

Requirements

Completion of 30 credit hours of college course work toward an Associate’s Degree.
A minimum of four years of comprehensive and progressive work responsibilities, or any equivalent combination of education, experience and training.
Possess a valid State of Illinois Driver’s License and safe driving record.

Nice To Haves

An Associate’s Degree is preferred.

Responsibilities

Provides responsive and professional customer service to residents, staff, and external partners.
Provides front counter coverage and serves as the primary point of contact for visitors to Fire Administration.
Drafts and coordinates responses to administrative requests, including FOIA responses, correspondence, and other administrative communications.
Coordinates travel and training logistics, including authorizations and reimbursements.
Supports fire department personnel transitions, including onboarding, promotions, retirements, and related documentation.
Processes medical and fire records requests in compliance with HIPAA, subpoenas, and release procedures.
Supports committees and project teams by coordinating purchases, events, materials, and creates agendas and meeting minutes.
Performs recurring processes, including purchase card reconciliation, reporting, reimbursements, and license renewals.
Maintains fire personnel, medical, and training records, ensuring accuracy, confidentiality, and compliance.