Administrative Support II - Fire Department, Special Operations Division

olatheks; United States; On-site; USD 26,000 - 33,000; Part time

Benefits offered by this job

KPERS retirement

Paid time off

Job summary

Olathe Fire Department's Special Operations Group (SOG) is seeking an Administrative Support II to assist with program coordination, records management, and communications to support readiness of critical emergency-response capabilities.

This role focuses on organization, accuracy, and confidentiality, handling calendars, meetings, training, travel, and related communications; involves grants, invoices, vendor coordination, and deployment documentation; ideal for a dependable professional who

Qualifications

• One year of administrative experience required.
• Proficient in Microsoft Office (Word & Excel) and reliable with records.
• Ability to create tracking spreadsheets and department databases.

Responsibilities

• Answers phones, refers calls, gives standard information in response to phone, email, and in‑person inquiries; acts as back‑up to other administrative positions.
• Maintains files both public and confidential, distributes reports, and processes transactions into systems; types form letters, labels, mail merges and correspondence; proofreads information; schedules meetings; interviews, and other functions.
• Maintains professional communication with other city departments and personnel and various outside agencies.
• Support financial and administrative processes, including grants, invoices, reimbursements, deployment documentation, budget and expenditure tracking, correspondence, policy updates, and uniform orders.

Skills

Microsoft Office

Excel

Tools

Microsoft Word

Job description

Employment Type

Part Time (20 to 29 hours with KPERS benefits)

Job Summary

Administrative Support II - Fire Department, Special Operations Division

Pay Range

Pay Range: $18.62/hour to $23.85/hour

Part-time

20 to 29 hours per week

Schedule

Monday through Friday, five to six hours/day, daily schedule to be determined upon hire

Benefits

This position is a part-time, KPERS-eligible position which means you'll participate in the Kansas Public Employees Retirement System. Part-time employees also earn paid time off (PTO).

Join the Olathe Fire Department's Special Operations Group (SOG) and help support the people, equipment, training, and systems behind critical emergency-response capabilities. This role is ideal for an organized, dependable professional who enjoys bringing order to complex work, solving problems independently, and making sure important details do not fall through the cracks.

Your work will help keep the Special Operations Group ready-from training and certification records to equipment, grants, deployment documentation, vendor coordination, and operational reporting.

What you'll do

• Provide administrative and operational support for the Special Operations Group, including program coordination, calendars, meetings, training, travel, special projects, and related communications.
• Maintain accurate and organized records, tracking tools, and reports for training, certifications, equipment, inventory, subscriptions, maintenance, warranties, and significant incidents.
• Support financial and administrative processes, including grants, invoices, reimbursements, deployment documentation, budget and expenditure tracking, correspondence, policy updates, and uniform orders.
• Coordinate with Fire Department staff, vendors, partner agencies, and outside organizations on equipment quotes, product demonstrations, contract and subscription renewals, and other operational needs.

What success looks like

• You are dependable, detail-oriented, and able to independently manage priorities that support Special Operations readiness.
• Training, certification, equipment, inventory, financial, and operational records are accurate, current, organized, and readily available.
• Reports, spreadsheets, reimbursement requests, deployment documentation, and other administrative work are completed accurately and on time.
• Meetings, training, travel, vendor coordination, and special projects are well organized, while confidential information is handled professionally and with discretion.

What you bring

• Proficiency with Microsoft Office and the ability to create and maintain tracking spreadsheets, electronic records, reports, and department‑specific databases.
• Strong written, verbal, email, and telephone communication skills, with the ability to prepare correspondence, reports, meeting materials, and other documents while handling confidential and sensitive information appropriately.
• A reliable, dependable, detail‑oriented approach; strong self‑management skills; and the ability to work independently and identify solutions to routine challenges.
• A valid driver's license and favorable driving record are required.

Preferred Qualifications

• Experience supporting special operations, emergency‑response programs, deployments, training, or incident documentation.
• Experience maintaining accurate personnel, training, financial, or operational records.
• Strong comfort level working with electronic records and cloud‑based document systems

For more details, review the full job details and requirements below.

The Administrative Support II position performs a wide variety of customer service and administrative duties related to daily operations. Duties may include handling a high volume of telephone calls, assisting customers with inquiries and resolving customer issues. The Administrative Support II is the second level of a four level career progression of Administrative Support I, II, III, & IV.

Key Responsibilities

• Answers phones, refers calls, gives standard information in response to phone, email, and in‑person inquiries; acts as back‑up to other administrative positions.
• Copies and collates documents; sorts and distributes mail and other time‑sensitive material(s).
• Maintains files both public and confidential, distributes reports, and processes transactions into systems; types form letters, labels, mail merges and correspondence; proofreads information; schedules meetings; interviews, and other functions.
• Maintains professional communication with other city departments and personnel and various outside agencies.

Qualifications

• Experience: One year of administrative or other relevant experience is required. Excellent computer skills are also required including Microsoft Office (Word & Excel), along with strong customer servi