Fire Administrative Coordinator/Fire Executive Assistant

City of Steamboat Springs; United States; On-site; USD 37,000 - 58,000; Full time

Benefits offered by this job

Medical, dental, and vision benefits

401(a) with company match

Paid time off and ski pass

Job summary

City of Steamboat Springs is seeking a Fire Administrative Coordinator/Fire Executive Assistant to support the Fire Chief and leadership team. The role includes executive support, budget oversight, and handling confidential information with a focus on accuracy and timely reports.

Responsibilities include coordinating calendars, preparing memos and presentations, and maintaining department files while liaising with other city departments and external agencies.”

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Experience supporting executive level staff is desirable.
• Strong organizational and confidential information handling skills.

Responsibilities

• Provide executive support to the Fire Chief and Deputy Chiefs.
• Plan, direct, coordinate, and review Chief’s Office activities; improve workflow.
• Maintain confidential training tracking and department files.
• Assist with budget development, accounts payable, and payroll processes.
• Coordinate calendars, meetings, travel, and correspondence for leadership.

Skills

Administrative support

Budget tracking

Confidentiality

Communication

Scheduling

Meeting coordination

Education

High school diploma or equivalent

Associate degree in management or business administration

Tools

MS Office

Records Management System

Fire Department Software

Job description

Final Day To Apply: 09/11/2026 It's fun and rewarding to work for the City of Steamboat Springs! Our employees are passionate and proud to serve our community with excellence and distinction. Our teams are awesome, and we are committed to our community and the very special place that is Steamboat Springs, Colorado! Job Description: When joining the City of Steamboat Springs, you can expect to work for an organization with: A team that strives to make this the best place you’ve ever worked! A focus on supporting our employees’ mental, physical, and financial well‑being A commitment to diversity, equity, and inclusion that creates a welcoming city A highly engaged workforce proudly serving our community with excellence and distinction A passion for strategically providing outstanding municipal services A promise to each other to support the work we all do for the city, community & Yampa Valley Uniqueness Fuels Our Innovative Spirit Our commitment to inclusion across race, gender, age, religion, identity and experiences drives us forward every day. It's the collective sum of our experiences that makes Steamboat Springs and the Yampa Valley a powerful, insightful and welcoming community. The City of Steamboat Springs is hiring a Fire Administrative Coordinator/Fire Executive Assistant to join their team! Fire Administrative Coordinator pay range: $26.58 - $38.54 Consideration will also be given for applicants with extensive Executive Assistant experience at a commensurate pay range. Executive Assistant pay range: $29.24 - $42.39

GENERAL PURPOSE

Under general direction from the Fire Chief this position serves in the capacity of a Administrative Coordinator for the Fire Department. Provides executive support to the administrative staff. Performs a wide variety of responsible, confidential, and complex administrative, technical, programmatic duties to relieve the Fire Chief and Deputy Fire Chiefs of technical, as well as general administrative details. Participates in the development, implementation, and administration of administrative policies, procedures, and programs; performs a full range of duties; prepares a variety of fiscal, administrative, and operational reports; and serves as a liaison with other City departments and staff, outside agencies, and the public. Oversees the department’s budget, accounts payables, and payroll. Handles sensitive information requiring confidentiality. Handles operational functions of the fire department buildings.

SUPERVISION RECEIVED

Works under the general supervision of the Fire Chief and Deputy Fire Chiefs.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Serves as an ambassador of the City of Steamboat Springs and upholds City values of Service, Teamwork, Integrity, Well-being, Respect and Compassion, while always espousing safety.
• Serves in the capacity of a confidential assistant for the Fire Chief, independently planning and coordinating administrative support functions and services.
• Plans, directs, coordinates, and reviews assigned activities and operations of the Chief’s Office including assigned administrative support, technical, and/or programmatic service areas; reviews and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems; recommends improvements in workflow, procedures, and use of equipment and forms; implements improvements as approved.
• Performs all aspects of high priority projects assigned by the Fire Chief.
• Assists leadership in the development and maintenance of business analytics and Key Performance Indicators for the department.
• Assists in managing calendars, meetings, travel and correspondence for leadership and department staff.
• Helps prepare reports, presentations, memos, agendas, and meeting minutes.
• Organizes and maintains confidential training tracking and department files.
• Handles time-sensitive documents and processes accurately and promptly.
• Conducts research, prepares, revises, and implements various administrative policies, procedures, rules, and regulations in accordance with city and fire district policy practices; develops and revises office forms and report formats.
• Assists with planning, coordinating, supervising, and evaluating fire department operations and serves as a liaison to employees on behalf of the Chiefs regarding departmental procedures, schedules, and activities.
• Serves as a customer-service oriented representative and first point of contact for city staff and the public on behalf of the Fire Department.
• Assists and handles phone calls, email, and in-person inquiries.
• Coordinates with other city departments, external agencies, and vendors on behalf of leadership.
• Assists in the maintenance of operational and compliance calendars (training, certifications, schedules).
• Support emergency logistics when needed.
• Helps coordinate department events, public education events, department outreach and other events as assigned.
• Research statistical information for budget process; assists in preparation and presentation of annual budget; researches and analyzes expenditures to ensure cost effective budget maintenance and sound fiscal control.
• Monitors and controls budget accounts through the Fire Chief and administrative staff.
• Helps manage, provide, and maintain strict confidentiality with personnel issues, investigations, medical documents, and strategic planning.
• Assists the Deputy Chief of Administration with maintaining and managing medical billing.
• Responsible for processing all accounts payables for the Department.
• Responsible for assisting supervisors and payroll for any fire department payroll questions or issues.
• Assists in the administration and maintenance of grants.
• Creates and maintains all electronic report and form templates for the Department.
• Processes the Department’s travel and training expenses, mileage reimbursements, and credit card usage.
• Provides content suggestions and assists the communication department with the management of social media.
• Allocates equipment and resources necessary to accomplish assigned work.
• Responsible for all office supplies for the Department.
• Prepares clear and concise written correspondence, reports, and other materials requiring independent judgment as to content, accuracy, and completeness.
• Types, word processes, and proofreads a wide variety of reports, letters, memoranda, correspondence, and statistical charts; types from rough draft, verbal instruction, or transcription; independently composes correspondence and reports related to assigned area of responsibility.
• Screens calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information and assistance; research information related to Fire Service regulations and office policies.
• Initiates, organizes, maintains, and controls access to complex filing systems and records.
• Utilizes various computer applications and software packages.
• Conducts, attends, and participates in assigned staff meetings at the administrative level.
• Performs related duties as required.

PERIPHERAL DUTIES

• Schedules appointments and conducts meetings.
• Serves on various departmental and/or City committees as assigned.
• May operate a City vehicle at times.

DESIRED MINIMUM QUALIFICATIONS

Education and Experience:

• (A) Requires high school diploma or equivalent; Associate degree in management or business administration; additional specialized course work in computer network management and/or system administration, statistical analysis and reporting, and computer software systems and related field is desirable.
• (B) Five (5) years of increasing responsibility in related administrative experience, (preferably fire department oriented), or any equivalent combination of related education and experience.

Necessary Knowledge, Skills, and Abilities:

• (A) Knowledge of fire department management and administration practices is preferred.
• (D) Ability to research, compile, analyze, and interpret data.
• (E) Knowledge of statistical measurements, cost analysis, and principals of organization and management.
• (F) Ability to perform responsible and difficult programmatic and administrative duties involving the use of independent judgment and personal initiative.
• (G) Knowledge of processes, procedures, and practices of budget preparation and administration.
• (H) Knowledge of operational characteristics, services, and activities of the functions, programs, and operations of the Fire Department.
• (I) Knowledge of principles and practices of program development and administration.
• (J) Principles and practices of fiscal, statistical, and administrative research and report preparation.
• (K) Knowledge of work organization and office management principles and practices.
• (L) Ability to analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
• (M) Ability to complete tasks while working under pressure in a fast-paced environment and to meet deadlines. Analyze situations quickly and objectively, to make quick reasonable and effective decisions, and to determine the proper course of action to be taken.
• (N) Work independently with minimal supervision.
• (O) Familiarity with the operational inter-relatedness and mutual impacts of Records Management and Computer Aided Dispatch Systems.
• (P) Ability to organize and coordinate workflow and processes.
• (Q) Ability to learn the City’s geography.
• (R) Knowledge of modern office procedures, methods, and equipment including computers and electronic data processing with experience in Microsoft Office products and statistical databases.
• (S) Understanding and willingness to interact with the public.
• (T) Ability to establish and maintain effective relationships and communications with other employees, supervisors, and the public.
• (U) Ability to maintain strict confidentiality.
• (V) Demonstrate an awareness and appreciation of the cultural diversity of the community.
• (W) Ability to understand the organization and operation of the city and of outside agencies as necessary to assume assigned responsibilities.
• (X) Knowledge of English usage, spelling, grammar, and punctuation.

TOOLS AND EQUIPMENT USED

Personal, network, and/or laptop computers, network system, records management system software, Lexipol, Windows, MS Office (Word, Excel, Access, OneNote, Publisher, & PowerPoint, Teams), fire radio, color and laser printers, copy machine, telephone & paging systems, alarm systems, fax machine, digital cameras, calculator.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, working at a monitor for prolonged periods of time, and the ability to adjust focus. Interpreting and entering information into multiple databases. Frequent eye/hand coordination to operate personal computer and office equipment.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Works in an indoor office setting and is subject to continuous interruptions and background noises. The noise level in the work environment is moderately quiet to loud.

SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Pay Range

Pay Range: $26.58 - $42.39 Offers will be negotiated based on each candidate's qualifications. Merit: This role is eligible for merit within our pay-for-performance philosophy via our annual performance review process. Hires after September 1st will take the next year's compensation data into account but would not be eligible for merit until the following year.

Benefits

Benefits: Full-time roles are eligible for our comprehensive benefits program which includes medical, dental, and vision coverage options as well as other program offerings such as our Employee Assistance Program and more. You may also contribute to our 401(a) plan that includes a company match. Seasonal roles are not eligible for medical, dental, and vision coverage, but have benefits such as Paid Sick Leave, Ski and Skate Pass, Employee Assistance Program, etc.

EEO

EOE.

If you like serving in a role that will directly and positively impact our great community, you'll enjoy your career with us!

As a municipal government organization in a picturesque and vibrant mountain town, we strive to be an innovative and inclusive organization strategically providing outstanding municipal services. We proudly serve our community with excellence and distinction, and as ambassadors to our beloved city, we champion and live our values of Service, Teamwork, Integrity, Well-being, Respect and Compassion every day while espousing safety at all times. Our dedicated employees are passionate about working hard to provide a great community environment and experiences for both locals and those that visit from all over the world.