Administrative Specialist (Fire Department)

Eau Claire, City of (WI); Eau Claire (WI); Sur place; USD 50 000 - 70 000; Plein temps

Avantages offerts par ce poste

40 hours vacation on first day

80 hours vacation first year

3 paid floating holidays

8 paid holidays

Résumé du poste

The City of Eau Claire seeks an Administrative Specialist to support the Fire Department's administrative office, budgeting, payroll, purchasing, and records management. You will coordinate financial and personnel functions and provide direct support to Fire Department leadership.

Responsibilities include supervising staff, preparing reports for the Fire Chief, handling communications, and ensuring efficient administrative operations across six stations.

Qualifications

• Associate degree in business administration, finance, or related field (or equivalent combination).
• Strong attention to detail, organizational and multi-tasking skills; proficient in Microsoft Excel, PDF Editor, and other software.
• Excellent interpersonal skills.

Responsabilités

• Manage administrative office of the Fire Department and coordinate administrative efforts across six stations.
• Assist in budgeting, purchasing, payroll, and grant reporting per applicable guidelines.
• Prepare and review employee timesheets and service billings; coordinate procurement and vendor payments.
• Supervise Administrative Associate II and ensure staff coverage; assist in hiring and personnel actions.
• Prepare annual department reports and material for City Council; respond to public inquiries.

Connaissances

Interpersonal skills

Formation

Associate degree in business administration/finance or related field

Bachelor's degree preferred

Outils

Microsoft Excel

PDF Editor

Description du poste

Join our team as the Administrative Specialist and play a key role in supporting the operations of a busy fire department. This position offers the opportunity to manage administrative operations, support financial and personnel functions, coordinate records and communications, and provide direct support to Fire Department leadership. If you’re a strong communicator with excellent administrative and organizational skills who enjoys making a meaningful impact in a public safety environment, we’d love to hear from you!

Requirements

• An 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 multi-tasking skills and possess a strong proficiency in Microsoft Excel, PDF Editor, and other applicable software
• Possess excellent interpersonal skills

Preferred Qualifications

• Bachelor’s degree in a related field is preferred
• Two years of experience in payroll processing, including timesheet review and management

Additional Reasons to Apply

• Receive 40 hours of vacation on your first day of employment, plus earn 80 hours of additional vacation time in the first year
• Receive 3 paid floating holidays and 8 paid regular holidays (in a calendar year)
• Potential to qualify for Public Service Loan Forgiveness
• Other excellent fringe benefits (paid sick leave, health insurance, life insurance, etc.)!

Application deadline: Sunday, October 25, 2026 at 11:59 p.m.

Interviews expected to take place November 3, 2026. Candidates will be notified via email if selected to interview.

Administrative Specialist (Fire Department) Recruitment Snapshot

JOB DESCRIPTION

POSITION SCOPE

Under direction of the Fire Chief, the Fire Department Administrative Specialist manages the administrative office of the fire department and collectively coordinates the administrative efforts of six fire stations. This work includes the performance of duties that require the independent exercise of judgment in making decisions based on knowledge of policies and procedures, sensitivity to issues, and state and local laws. This requires staff level decision-making responsibility in the areas of financial management, personnel, and administrative functions, in addition to serving as the department’s records custodian. Responsibilities include providing general and confidential administrative support to the Fire Chief and Deputy Chiefs; managing the department’s records and communication functions; and assisting the department’s budgeting, purchasing, and payroll activities. The Administrative Specialist also coordinates activities with other City, County, Regional, and State departments, as well as the general public; supervises assigned staff; and performs other assigned duties.

ESSENTIAL FUNCTIONS

• Manages and directs the activities of the Administrative Office of the Fire Department in the following areas:
• Assists the Fire Chief in preparing the annual operating and capital improvement plan budgets including service modifications.
• Assists the Fire Chief and Deputy Chiefs in monitoring the financial resources of the department, ensuring that both personnel and materials are being utilized to the maximum extent and are adequate to accomplish the department’s objectives.
• Monitors budget lines and adjusts, as needed, administrative office expenditures (overtime, supplies, training, etc.) to ensure adherence to city and departmental budget guidelines.
• Assists in applying for, managing, approving expenditures, and submitting required reports for government grants.
• Calculates and prepares special pay reports (FLSA, Holiday, Acting, Haz Mat) for submission to the Payroll Division following Local 487 contractual agreements and federal law.
• Reviews and updates for approval of all employee timesheets for submittal to Payroll.
• Prepares all department purchase requisitions and authorizes vendor payments. Utilizes procurement card for purchases and reconciles monthly statements for all department procurement cards.
• Prepares all service billings for monies owed to the City and forwards to Finance (special events staffing, county and regional hazardous materials response, tent permits, etc.).
• Serves as office manager to coordinate workflow and oversee administrative operations in the work area.
• Assists in vendor selection for various services and confirms proper specifications, sizes and quality standards are met. Obtains quotes and orders supplies and equipment as needed for the department and personnel.
• Completes Travel/Training Statements for all employees and makes related registration, lodging, and transportation arrangements.
• Directs the work of the Administrative Associate II in support of the Civilian Fire Inspectors and Risk Manager’s office.
• Monitors the schedule and time off requests of civilian administrative office personnel to secure adequate coverage.
• Under the direction of the Fire Chief, provides recommendations in areas of hiring, termination, disciplinary actions, salary adjustments, work assignment areas, overtime outlay and part-time employee hours for personnel assigned to the administrative office of the fire department. The incumbent completes employee performance evaluations, as necessary.
• Prepares Fire Department annual report and City Council presentation materials.
• Attends City Council meetings including work sessions and other special meetings, as necessary.
• Responds to public inquiries (via telephone, letter, e-mail, and in-person office visits).
• Ensures all external complaints are properly received and forwarded to the Fire Chief.
• Prepares internal and external communications and correspondence for the Fire Chief. Prepares reports and status updates on behalf of the Fire Chief.
• Develops and implements creative operational initiatives, programs, and processes that improve service delivery to other agencies and the general public.
• Facilitates the fire staff interview process for new personnel and provides administrative training for all new employees.
• Communicates with IT staff on personnel updates (new hires, promotions, departures) and related network accounts.
• Monitors the administrative progress of probationary employees to determine the retention of same.
• Monitors start dates and related pay step increase dates for new hires and newly promoted personnel; notifies Deputy Chiefs of required reviews. Completes Personnel Action form with appropriate step increase to accompany said review for Human Resources Division.
• Tracks paramedic years of service for paramedics and completes Personnel Action form when employee is due to move to the next pay tier.
• Assists the Fire Chief in matters pertaining to departmental disciplinary history and actions.
• Assists in coordinating department events such as badge pinning ceremonies, annual retiree recognition event, etc.
• Gathers information on new legislation and statutory changes and provides such information to the chief officers.
• Collaborates regularly with the Deputy Chiefs, keeping each informed of pertinent issues.
• Participates in intradepartmental meetings for purposes of problem solving, operations planning, and facilitation of departmental initiatives.
• Assists department staff in developing administrative policies and procedures for distribution and supports adherence to same.
• Creates guidelines and provides training for department personnel on use of software and other administrative processes.
• Collaborates with other City departments on major project implementations.
• Performs all other functions as directed by the Fire Chief.

Records Management

• Manages personnel duty shift records in Aladtec and Rave, communications systems used for notification of personnel for overtime, special messages, etc.
• Updates fire/EMS reporting software with pertinent information on new hires and promoted personnel including creating new user profiles and adjusting permission levels.
• Adept at the fire and EMS patient reporting software programs specific to the department and proficient in Microsoft Office Suite programs. Creates statistical reports in said software.
• Manages all content on department pages of City’s website.
• Works with the Fire Chief to track and respond to all community requests for information and open records requests.
• Reviews all open records requests made to the department for release of fire and EMS reports. Determines release status based on that allowed by Wisconsin state statutes and HIPAA federal law, specifically relating to juvenile and confidential medical information. Drafts and sends letters with legal reason(s) for denial to all of a report or why specific information has been redacted from the report.

NON-ESSENTIAL FUNCTIONS

• Performs related duties as required.

EDUCATION/EXPERIENCE/CERTIFICATIONS

An associate degree in business administration, finance, or a related field, OR an equivalent combination of education and work experience is required. A bachelor’s degree is preferred.

Must have excellent attention to detail, organizational, and multi-tasking skills and possess a strong proficiency in Microsoft Excel, PDF Editor, and other applicable software.

Must possess excellent interpersonal skills.

A minimum of two years of experience in payroll processing, including timesheet review and management, is preferred.

SKILLS/ABILITIES

• Maintains prompt, predictable, and regular physical attendance.
• Must be able to take direction and work well with others.
• Must be able to concentrate and perform accurately.
• Must be able to react to change productively and handle other tasks as assigned.
• Must be able to back-up fellow co-workers.

SUPERVISION/DIRECTION RECEIVED

Fire Chief, Deputy Chiefs

SUPERVISION/DIRECTION EXERCISED

Administrative Associate II (Part-Time) and light-duty personnel assigned to the Administrative Office.

WORK ENVIRONMENT

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

The City of Eau Claire is an Equal Opportunity Employer.