What are the responsibilities and job description for the Fire Administrative Coordinator position at Town of Addison?
Under the general supervision of the Fire Administrative Manager, the Fire Administrative Coordinator provides advanced administrative support to the Fire Chief, Assistant Fire Chiefs, and Fire Administrative Manager through coordination, organization, and problem-solving. The position requires discretion, sound judgment, confidentiality, and a thorough knowledge of departmental and municipal policies.
- Answers, screens, routes, and responds to calls, emails, and visitors accordingly.
- Manages the department’s conference and training room calendars, schedules meetings, and coordinates appointments.
- Prepares and reviews various documents including department agenda items, minutes, reports, presentations, and other correspondence.
- Maintains organized and accessible records filing systems, ensuring compliance with records retention and destruction policies.
- Sorts and distributes mail.
- Manages common areas (administrative breakroom, conference room, copy room, lobby) to provide a professional, welcoming, and functional environment for staff and visitors.
- Maintains office supply inventory and coordinates repair and maintenance of office equipment.
- Prepares for meetings, public education/engagement activities (e.g. CPR classes, station tours, etc.) training courses, travel arrangements, special department events and ceremonies, including requests and collaboration from other Town departments.
- Manages accounting and purchasing functions, including creating requisitions and purchase orders, reconciling procurement card expenditures, and budget tracking.
- Assists in preparation of the fiscal year budget; researches and runs reports as needed.
- Serves as custodian of records, handling public records requests and ensuring adherence to legal and regulatory requirements; works closely with the City Secretary and occasionally the City Attorney.
- Processes, maintains, and updates TCOLE records, ensuring accuracy, confidentiality, and compliance with state and CJIS requirements.
- Provides notary services as needed.
- Co-manages the department’s social media accounts, ensuring consistent messaging, timely updates, and alignment with Town communication standards.
- May be asked to fill in for the Fire Administrative Manager during their absence.
- May be asked to assist the Emergency Management Coordinator with special projects as needed.
- Occasionally performs work-related errands or deliveries using a personal vehicle, in accordance with Town policies.
- May be asked to perform additional job duties, special projects, or assignments that are directly, indirectly, or completely unrelated to normal job functions.
- Performs related duties as required or assigned.
Education and Experience:
- Associate’s degree and three (3) years of administrative support experience or Bachelor’s degree and one (1) year of administrative support experience; OR
- An equivalent combination of education, training, and experience.
Conditions of Employment:
- Must obtain a Criminal Justice Information Services (CJIS) Training Certification and become a licensed Texas Notary Public within six months of appointment.
- Safe driving record and valid Texas Driver’s License.
- Clear Criminal Background check and pre-employment drug screen.
Knowledge, Skills, and Abilities:
- Knowledge of modern office procedures, equipment, and current hardware and software applications.
- Knowledge of municipal procurement and purchasing practices.
- Knowledge of applicable local, State, and Federal laws and practices.
- Knowledge of records maintenance policies, practices, and principles, including retention schedules and information security.
- Knowledge of Fire Department and public safety operations within a municipal setting (preferred).
- Skilled in exceptional multitasking and adaptability, managing time-sensitive tasks with accuracy and attention to detail.
- Skilled in creative problem-solving to address complex administrative challenges and develop innovative solutions.
- Skilled in advanced organizational skills for planning, prioritization, and execution of diverse responsibilities.
- Skilled in independent and efficient work habits to consistently meet deadlines.
- Ability to communicate effectively verbally and in writing, including preparation of polished reports, correspondence, presentations, and visual materials.
- Ability to maintain confidentiality and exercise sound judgment in all tasks.
- Ability to provide superior customer service and foster collaborative working relationships.
PHYSICAL AND WORK ENVIRONMENT
Work is performed in a standard office environment. Work is generally performed indoors in an air-conditioned facility but may include limited exposure to outside weather conditions.
This is a nonexempt position. Routine schedule is 40 hours per week, Monday through Friday. Schedule may be modified if department needs arise. May be required to work overtime if needed.
EEO STATEMENT
The Town of Addison is an equal opportunity employer. The Town prohibits discrimination on the basis of any protected class, status, characteristic, or activity under law.
ADA/EOE/ADEA
Salary : $53,568 - $66,960
