Records-Prevention Coordinator - Fire

Ultipro; Mansfield (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

City of Mansfield is seeking a Records Prevention Coordinator to support the Fire Prevention Division’s front-desk operations and administrative functions. You will handle customer inquiries, schedule permits and inspections, and manage records with a focus on accuracy.

Responsibilities include processing applications, preparing regular reports, and assisting with open records requests while maintaining confidentiality and professionalism.

Qualifications

• Data accuracy is essential for record management systems.
• Must understand and follow oral and written instructions.
• Ability to communicate effectively in person, over the phone, and in writing.

Responsibilities

• Provide general customer service support to the Fire Prevention Division.
• Support permit processing, inspection scheduling, records management, and compliance reporting.
• Process, enter, and file permit applications; schedule public education programs.
• Prepare monthly performance reports for City Council and staff.
• Handle Open Records Requests and related correspondence.
• Perform other clerical duties as assigned.

Skills

Data accuracy

Instruction follow-through

Communication skills

Composure under pressure

Discretion

Relationship building

Technical proficiency

Education

High school diploma or equivalent

Tools

Microsoft Suite

Job description

Under the general supervision of the Fire Marshal, the Records Prevention Coordinator provides general customer service support to the Fire Prevention Division and performs a variety of general clerical tasks, including responding to customer complaints and inquiries.

This role serves as a key point of contact between the Fire Prevention Division and the public, supporting permit processing, inspection and public education scheduling, records management, and compliance reporting to City staff and state agencies.

WHAT YOU'LL DO

• Customer Service - Receive telephone calls and visitors, and route them to the appropriate personnel as needed.
• Scheduling Support - Assist with schedules and appointments for the Fire Prevention Division.
• Public Inquiries - Communicate with the public regarding Fire Department policies and procedures, including permit fees, occupancy inspections, fire inspections, and plan review.
• Permit Processing - Process, enter, and file all permit applications.
• Public Education Scheduling - Schedule public education programs.
• Records Management - File and maintain records and reports on inspections, public education programs, and code enforcement activities.
• Correspondence - Prepare business letters related to code enforcement, gas wells, and other Division business as needed.
• Regulatory Reporting - Prepare annual, bi-annual, and quarterly data reports on fire incidents and juvenile fire incidents for state agencies.
• Performance Reporting - Prepare monthly performance reports for dissemination to City Council and City staff.
• Open Records Support - Retrieve files related to Open Records Requests for dissemination to the Public Records & Transparency Department or City Secretary's Office.
• Administrative Support - Perform other clerical duties for Fire Administration staff as assigned.

WHAT YOU'LL BRING

• Data Accuracy - Ability to accurately compile and enter data into a record management system.
• Instruction Follow-Through - Ability to understand and follow oral and written instructions.
• Communication Skills - Ability to communicate effectively in both oral and written form.
• Composure Under Pressure - Ability to handle difficult and stressful situations in a professional manner.
• Discretion - Ability to maintain confidentiality and exercise discretion.
• Relationship Building - Ability to establish and maintain effective working relationships with a diverse group of people, both internal and external.
• Technical Proficiency - Strong proficiency using a computer and Microsoft Suite products.

Required Education and Experience

• High school diploma or equivalent
• 1-3 years of administrative experience
• Experience working in a municipality or Fire Department - Preferred

This position works in a standard office environment within the Fire Prevention Division, primarily supporting front-desk customer service and administrative functions.

Physical Demands

This is sedentary work, requiring the ability to exert up to 20 pounds of force occasionally, with only negligible force required frequently, to move objects such as files and office materials. The role involves sitting most of the time. This position also requires close visual acuity to prepare and analyze data, review documents, and work at a computer screen, along with the ability to communicate effectively in person and by phone and to receive detailed information through oral communication.

Occasional field work may be required. In the field, the employee must be able to move about the worksite, including uneven surfaces, ascend and descend ladders, and observe inspections and acceptance tests. Field work may involve exposure to outdoor weather conditions, noise and construction site hazards.

Mobility

Employees in this role must be able to move about the office to file records, greet visitors, and access equipment, and must be able to remain seated for extended periods while performing data entry and computer-based tasks.

Work is performed in a climate-controlled office setting with no substantial exposure to adverse environmental conditions.

None. This role is not substantially exposed to workplace hazards.

AMERICANS WITH DISABILITIES

The City of Mansfield complies with the Americans with Disabilities Act of 1990 and it is our policy to ensure that no person is discriminated against based on their disability. The City of Mansfield offers equal employment opportunity to qualified individuals and strictly prohibits the discrimination against qualified individuals on the basis of disability. The City of Mansfield shall provide reasonable accommodations to applicants and employees who are otherwise qualified to perform the essential job duties when doing so does not create an undue hardship for the city.

EQUAL EMPLOYMENT OPPORTUNITY

The City of Mansfield provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

The City of Mansfield is mandated by federal law to provide a drug-free working environment for the safety of its employees and the public. All employment is contingent upon passing a post-offer employment drug test and/or physical.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.