Administrative Specialist - Fire Department

Village of Elk Grove•Elk Grove Village, IL

19h•Onsite

About The Position

Elk Grove Village, a progressive community known for its large business park, is seeking a dynamic and detail-oriented Administrative Specialist for its Fire Department. This role is crucial in providing essential support to the Fire Chief/Deputy Fire Chief, allowing them to focus on managerial duties. The Administrative Specialist ensures prompt and accurate office support by performing a wide variety of administrative tasks. The Fire Department is responsible for fire, rescue, emergency medical incidents, disaster response, public education on safety, and inspectional services to ensure code compliance. They serve as first responders 24/7, committed to a safe environment for residents, businesses, and visitors.

Requirements

Completion of 30 credit hours of college course work toward an Associate’s Degree is required.
A minimum of four years of comprehensive and progressive work responsibilities.
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.