Fire Department Office Manager

Provincetown; Massachusetts; On-site; USD 61,000 - 79,000; Full time

Benefits offered by this job

Competitive benefits package

Job summary

The Town of Provincetown is seeking a highly organized Fire Department Office Manager to oversee the administrative operations of the Provincetown Fire Department. You will work closely with the Fire Chief, Deputy Fire Chief, EMS Coordinator, and staff to ensure efficient and accurate office functions.

This AFSCME union Grade 5, full-time role offers a 40-hour workweek, competitive benefits, and a starting salary at $61,162 with a full range to $79,414.

Qualifications

• High school diploma or equivalent required.
• 2–3 years in an administrative role, preferably in public safety.
• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Excellent communication and interpersonal skills.
• Proficiency with Microsoft Office and Munis Financial Software.

Responsibilities

• Manage day-to-day administrative operations of the Provincetown Fire Department.
• Maintain records of department activities including incident and training records.
• Coordinate scheduling for department personnel and maintain the calendar.
• Prepare reports and organize meetings for the Fire Chief and Deputy Chief.
• Manage budget, payrolls, invoices, and revenue reporting with the Town Accountant.
• Communicate with new employees, update HR forms, and handle payroll spreadsheets.
• Oversee procurement, inventory, and liaison with vendors and contractors.
• Respond to inquiries from the public, media, and other agencies.

Skills

Public safety administrative work

Organizational skills

Communication skills

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Munis Financial Software

Job description

Human Resource Office, 260 Commercial Street, Provincetown, MA 02657 508-487-7000 ext. 525

PROVINCETOWNMassachusetts

Position OpeningUnion – Fire Department Office Manager

The Town of Provincetown is now accepting applications for the full-time position of Fire Department Office Manager.

This is a full-time, 40-hour-a-week salaried, confidential position. It is open Monday through Friday, and it offers a competitive benefits package.

The Office Manager will be responsible for smoothly running the Provincetown Fire Department's administrative operations. The successful candidate will be highly organized, detail-oriented, and possess excellent communication and interpersonal skills. The Office Manager will work closely with the Fire Chief, Deputy Fire Chief, EMS Coordinator, and other department members to ensure that all administrative tasks are completed efficiently and effectively.

Minimal Qualifications: The Office Manager must have a high school diploma or equivalent; two to three years of experience working in an administrative role, preferably in public safety; or any equivalent combination of education and experience.

This is a Grade 5 union position. The starting salary is the training step at $61,162. The full Grade 5 salary range is $61,162–$79,414 per the collective bargaining agreement. The position is available immediately and will remain open until filled.

The Town of Provincetown, Massachusetts, is an equal opportunity employer and does not discriminate on the basis of race, color, creed, religion, sex, national origin, marital status, age, sexual preference, or any other category protected under the state and federal anti-discrimination laws.

Alex Morse, Town Manager

Town of Provincetown, MassachusettsAFSCME UNION POSITION Fire Department Office Manager Job Description

PROVINCETOWN FIRE DEPARTMENT OFFICE MANAGER

GRADE 5 AFSCME UNION POSITION

Job Summary:

The Office Manager will be responsible for the smooth running of the administrative operations of the Provincetown Fire Department. The successful candidate will be highly organized, detailoriented, and possess excellent communication and interpersonal skills. The Office Manager will work closely with the Fire Chief, Deputy Fire Chief, EMS Coordinator, and other department members to ensure that all administrative tasks are completed efficiently and effectively.

Supervision Required:

The employee works under the administrative direction of the Fire Chief, Deputy Fire Chief, EMS Coordinator and the BOFE receiving either oral or written direction, albeit the expectation is that the office manager will be proficient at recurring assignments and work independently with such tasks as well as under supervision if required.

Responsibilities:

• Manage the day-to-day administrative operations of the Provincetown Fire Department under the direction of the Fire Chief, Deputy Chief, and EMS Coordinator and provide staff support to its members.


• maintain accurate records of all department activities, including incident reports, training records, and personnel files.


• Coordinate scheduling for department personnel under the direction of the Fire Chief or his designee (Currently the Deputy Chief) and maintain the department's calendar.


• Provide administrative support to the Fire Chief and Deputy Fire Chief, including organizing meetings and preparing reports.


• Manage the department's budget and financial records. Prepares department payrolls. Accurately prepares, processes, and edits department bill schedules and turnover sheets of department revenue. Maintains detailed department income and expense reports, reconciling with the Town Accountant's office.


• Communicate with new employees and volunteer members, prepare and submit new hire forms to HR, perform computer database updates and payroll spreadsheet form updates.


• Processes bills and invoices; verifies paperwork; interfaces with vendors as to the accuracy of invoices; prepares bill lists/receipts and posts numbers to accounts.


• Oversee the procurement and inventory of supplies and equipment under the direction of the Fire procurement officers.


• Respond to inquiries from the public, media, and other agencies.


• Maintains considerable contact with a variety of public officials, department heads, and Department employees; researches and furnishes information requested relative to the operations of the Department.


• Prepare and distribute internal and external communications under direction from Officers, including newsletters and press releases.


• Performs all office/clerical duties for the department, including accurately preparing correspondence, processing the mail, typing and editing documents, and operating all office equipment.


• Prepare and submit insurance forms for work-related accidents whether Worker's compensation of 111F and coordinate claims with the insurance company.


• Schedules repairs and maintenances, minor works, and other work requests from approved vendors and contractors under direction from BOFE; tracking from initial to completion.


• Ability to coordinate and direct the public to appropriate emergency services, whether through the business line or walk-in to the Fire Station.


• Purchase office/maintenance/postal supplies; post and reconcile accounts; prepare reports.


• Ensure compliance with all relevant local, state, and federal regulations and guidelines. Organize and maintain department building files to ensure all properties are updated with appropriate and most current information. Updates and maintains department website information, layout, and design under the direction from the chief, deputy chief, EMS Coordinator, or BOFE.


• Prepares and maintains calendar for the department operations; notes due dates and schedules meetings; notifies staff members, tracks progress, and confirms dates and times.


• Coordinates the use of the Meeting room and maintains a calendar of activities therein. Prepares public records requests. Assists with planning and scheduling of department events. Assists the Chief with the preparation of the annual report or any department reports requested. Oversees and purchases department uniforms, badges, lapels, auto plates, etc., under direction from the Fire Chief or his designee.


• Responds to inquiries from the public regarding permits for smoke detectors, AST, UST, welding, and oil burners. Issues, records, and maintains computer records of permits issued by the department.


• Assist the EMS Coordinator with communication and the dissemination of Requirements for personnel to maintain ALS certification, BLS certification, Authorization to practice, and EMT-B and EMT-Paramedic certification.


• Coordinates with personnel the Initial-Hire Medical standards medical examination Form, the Physical Agility Test (PAT) paperwork, as well the Massachusetts Firefighting Academy classes paperwork and requirements, including scheduling PAT or Classes.


• Other duties as assigned by the Fire Chief

Requirements:

• High school diploma or equivalent; bachelor's degree in business administration or a related field preferred


• Minimum of 2 years of experience in an administrative role, preferably in a public safety setting


• Excellent organizational and time management skills


• Strong attention to detail and accuracy


• Excellent communication and interpersonal skills


• Proficient in Microsoft Office Suite and other relevant software applications, including Online permitting and Munis Financial Software


• Knowledge of budget management and financial reporting


• Ability to maintain confidentiality and handle sensitive information


• Ability to work independently and as part of a team

Ability:

Ability to work independently, make decisions, and solve problems. Ability to communicate effectively orally and in writing. Ability to maintain detailed budget accounts and financial records. Ability to deal with the public appropriately and to meet deadlines, and to remain focused in the face of frequent \"interruptions.\"

Skill:

Skill in operating various office equipment. Proficiency in computer use, including word processing, spreadsheets and databases.

Physical and Mental Requirements:

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 essential functions.

Physical Skills:

Minimal physical requirements in an office setting include daily lifting of ledgers weighing up to ten pounds and bending and standing to file. Frequently travels to other offices in the Town Hall and other buildings to retrieve documents (up to 30 lbs.).

Legal Notice:

The above 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. The Employee and Employer are bound by the AFSCME UNION, the personnel rules of the Fire Department, the personnel rules of the Town of Provincetown as well as all local, state, and federal laws.

• FD Office Manager t Letter