Fire Department Administrator

Team Builder Recruiting•New Holland, PA

1d•$60 - $80

About The Position

Step into a leadership role where your work directly supports life-saving operations in our community. Why You'll Love Working With Us Mission-Driven Impact: Join an award-winning volunteer fire company committed to serving our community members in times of crisis. Leadership Opportunity: Serve as the lead administrative manager, supporting department leadership and ensuring smooth daily operations. Variety in Your Workday: Balance operations, communication, finance, and coordination in a highly dynamic environment. About Us In 2013, two separate fire companies with three stations merged to form Garden Spot Fire Rescue (GSFR), now the largest volunteer fire department in Lancaster County. Both founding companies have over 100 years of history, and today we provide fire and rescue services throughout eastern Lancaster County, including New Holland Borough, Earl Township, and East Earl Township. We seek a confident and self-motivated Fire Department Administrator who can support seamless daily operations through strong organization and management. Our mission is to protect life, the environment, and property for residents and those traveling through our communities. What You'll Do as a Fire Department Administrator Oversee daily administrative operations to ensure efficient and organized department performance. Manage all incoming emails, phone calls, and in-person inquiries. Schedule appointments for the Fire Chief and Deputy Chief. Coordinate and follow up on state and federal grant applications, including collecting required documents and communicating with agencies. Communicate with local municipalities regarding department needs and upcoming events. Serve as recording secretary for board, line officers, and select committee meetings. Record donor information and maintain the donor database. Coordinate correspondence with donors and local businesses to support fundraising efforts. Track progress on strategic 1-, 5-, and 10-year goals and initiatives. Code incoming invoices and income in alignment with the department budget. Serve as the primary point of contact for the payroll service provider. Manage bi-weekly payroll, including timesheet review, approval, and submission. Our Ideal Fire Department Administrator Experienced: 3-5 years of office administrative experience required; experience with nonprofits, volunteer organizations, government agencies, or municipalities preferred. Self-Motivated: Takes initiative, identifies what needs to be done, and follows tasks through to completion with minimal supervision. Confident: Communicates with professionalism, diplomacy, and tact when interacting with volunteers, officials, and community members. Excellent Communicator: Demonstrates strong written and verbal communication skills and builds relationships across diverse groups and situations. Organized: Manages multiple responsibilities effectively while maintaining accurate records and meeting deadlines. Values-Driven: Committed to supporting GSFR's mission of leadership, training, and protecting the community. What We Offer Our Fire Department Administrator $60-$80K/year, DOE Full-time, flexible hours (40-50 hours/week) Flexible work schedule Healthcare reimbursement Paid time off Paid holidays Paid funeral leave and jury duty Opportunity to serve a respected, community-focused organization To Apply If you are an experienced administrative professional with strong organizational, communication, and operational management skills, apply today to join the team at Garden Spot Fire Rescue and support critical emergency services in your community. By submitting this application, you agree to receive recurring informational text messages (e.g., appointment alerts) that may be automated to the mobile number used at opt-in from Team Builder Recruiting, LLC. Msg frequency may vary. Msg & data rates may apply. Reply HELP for help and STOP to cancel. See Terms and Conditions & Privacy Policy.

Requirements

3-5 years of office administrative experience required
Self-Motivated: Takes initiative, identifies what needs to be done, and follows tasks through to completion with minimal supervision.
Confident: Communicates with professionalism, diplomacy, and tact when interacting with volunteers, officials, and community members.
Excellent Communicator: Demonstrates strong written and verbal communication skills and builds relationships across diverse groups and situations.
Organized: Manages multiple responsibilities effectively while maintaining accurate records and meeting deadlines.
Values-Driven: Committed to supporting GSFR's mission of leadership, training, and protecting the community.

Nice To Haves

Experience with nonprofits, volunteer organizations, government agencies, or municipalities preferred.

Responsibilities

Oversee daily administrative operations to ensure efficient and organized department performance.
Manage all incoming emails, phone calls, and in-person inquiries.
Schedule appointments for the Fire Chief and Deputy Chief.
Coordinate and follow up on state and federal grant applications, including collecting required documents and communicating with agencies.
Communicate with local municipalities regarding department needs and upcoming events.
Serve as recording secretary for board, line officers, and select committee meetings.
Record donor information and maintain the donor database.
Coordinate correspondence with donors and local businesses to support fundraising efforts.
Track progress on strategic 1-, 5-, and 10-year goals and initiatives.
Code incoming invoices and income in alignment with the department budget.
Serve as the primary point of contact for the payroll service provider.
Manage bi-weekly payroll, including timesheet review, approval, and submission.