FIRE ADMINISTRATIVE SERVICES MANAGER

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under administrative direction, oversees, supervises, and coordinates the activities and operations of the Administrative Division within the Fire Department including budgeting, payroll, purchasing, accounting, personnel, information technology, and administrative support programs and services; supervises and directs assigned administrative support staff; coordinates assigned activities with other divisions, outside agencies, and the general public; and provides highly responsible and complex staff assistance to the Fire Chief.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Assumes responsibility for assigned services and activities of the Administrative Division within the Fire Department including budgeting, payroll, purchasing, accounting, personnel, information technology, and administrative support programs and services.
• Coordinates the organization, staffing, and operational activities for the Administrative Division.
• Participates in the development and implementation of goals, objectives, policies, and priorities; recommends and implements resulting policies and procedures; oversees and maintains the department’s Policy and Procedure Manual.
• Identifies opportunities for improving service delivery methods and procedures; identifies resource needs; reviews with appropriate management staff; implements improvements.
• Directs, coordinates, and reviews the work plan for assigned administrative services and activities; assigns work activities and projects; monitors work flow; reviews and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems.
• Selects, trains, motivates, and evaluates assigned personnel; provides or coordinates staff training; works with employees to correct deficiencies; implements discipline and termination procedures.
• Participates in the development and administration of the department budget; forecasts funds needed for staffing, equipment, materials, and supplies; monitors, reviews and approves purchase requisitions, accounts payables, and expenditures; recommends adjustments as necessary; prepares and updates budget reports for the Finance Department and Fire Chief.
• Serves as the liaison to the City’s Human Resources Department; oversees and participates in personnel administration functions including recruitment, testing, interviewing, and hiring of new employees.
• Oversees the department’s Records Management System (RMS); oversees system upgrades and improvements; develops and implements training programs as needed.
• Coordinates and prepares City Council agenda items; prepares and reviews reports, resolutions, and documents ; ensures completeness, accuracy and consistency with department policies.
• Researches grant funding opportunities for the department; prepares federal and state grant applications to establish programs and obtain additional funding for the department; prepares progress reports on grants; maintains files and documentation; serves as a member on the City-wide Grant Writing Team.
• Provides staff assistance to the Fire Chief; conducts a variety of special studies and investigations; develops and recommends modifications to Fire programs, policies, and procedures as appropriate.
• Coordinates a variety of administrative activities with those of other divisions and outside agencies and organizations; resolves sensitive and controversial issues.
• Serves as staff on various Citywide and inter-department teams and working groups; serves as team leader as necessary; prepares and presents staff reports and other necessary correspondence.
• Attends and participates in professional group meetings; stays abreast of new trends and innovations in the field of public administration.
• Responds to and resolves citizen inquiries and complaints.
• Performs related duties as required.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

• Operational characteristics, services, and activities of the Fire Department.
• Principles, practices, and methods of governmental administration.
• Modern methods and techniques of fire department administration.
• Service delivery issues related to fire and emergency medical services.
• Principles of business letter writing and basic report preparation.
• Principles of grant preparation and sources of funding.
• Principles and practices of program development and administration.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Principles and practices of municipal budget preparation and administration.
• Principles and practices of customer service.
• Principles of supervision, training, and performance evaluation.
• Pertinent federal, state, and local laws, codes, and regulations.

Ability to:

• Oversee and participate in the management and administration of the Administrative Division within the Fire Department.
• Supervise, direct, and coordinate the work of lower level staff.
• Select, supervise, train, and evaluate staff.
• Participate in the development and administration of division goals, objectives, and procedures.
• Research, analyze, and evaluate new service delivery methods and techniques.
• Prepare and administer program budgets.
• Prepare clear and concise administrative and financial reports.
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
• Interpret and apply federal, state, and local policies, laws, and regulations.
• Prepare clear City Council agenda items.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Adapt to changing technologies and learn functionality of new equipment and systems.
• Demonstrate an awareness and appreciation of the cultural diversity of the community.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training: A Bachelor’s degree from an accredited college or university with major course work in public administration, business administration, or a related field.

Experience: Six years of responsible administrative experience including two years of administrative and supervisory responsibility.

License or Certificate - Possession of, or ability to obtain, an appropriate, valid driver’s license.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein 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 job functions.

Environment: Standard office setting. CONTINUOUS working indoors, dust from paperwork. Work schedule is 9/80 with alternating Fridays off in a biweekly period. Work environment is both formal and informal, team oriented, having variable tasks, pace, and pressure. Work is performed indoors in office and in meeting rooms.

Physical: Primary functions require sufficient physical ability to work in an office setting and operate office equipment. CONTINUOUS sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils. FREQUENT side-to-side turning of neck, walking, standing, bending, stooping, pushing/pulling, and twisting at waist; moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. from below waist to above shoulders and transporting distances up to 50 yards. OCCASIONAL squatting, kneeling, and reaching above and at shoulder height; moderate grasp to manipulate reference books and manuals; lifting objects weighing 20-35 lbs. from below waist to above shoulders and transporting distances up to 50 feet.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.

Hearing: Hear in the normal audio range with or without correction.

Date: April 2003
Johnson & Associates