Fire Administrative Services Manager

City of Alameda • Full-time • Alameda, CA, US • 1w ago

Nature of Position

This is a full-time, benefited position regularly scheduled to work a 4-day, 36-hour schedule (typically Monday - Thursday).

Eligible for one day of remote work after successful completion of the probationary period.

The City of Alameda Fire Department is seeking a highly organized, experienced, administrator to serve as the next Fire Administrative Services Manager. This is a key management position within the Fire Department, that plans, coordinates, and supervises Fire Department administrative services, programs, projects, functions and activities, including budgeting, contract administration, grant administration, human resources, purchasing, and accounting. The Fire Administrative Services Manager exercises a high degree of responsibility with in the department and requires a thorough understanding of fire protection, prevention, and administration.

The Ideal Candidate For This Position Is

Skilled in budget planning and resource allocation, ensuring fiscal responsibility and efficiency.
Adaptable, able to shift priorities and manage multiple tasks effectively in a dynamic environment.
Experienced in grant management, including researching, preparing, and ensuring compliance with funding requirements.
Knowledgeable about relevant laws and regulations related to fire services and public administration principles.
Proficient in fire-specific technological systems and current software for data analysis, budgeting, and reporting.
Analytical, capable of interpreting complex legislation and resolving issues in Fire Administration.
An excellent communicator, skilled in preparing reports and engaging with governmental agencies and public officials.
A collaborative leader who fosters strong relationships within the organization and with external agencies.
Team-oriented and personable, maintaining a positive attitude under pressure.
A proven supervisor who effectively trains, evaluates staff, and implements departmental goals and procedures.
Experienced with a minimum of five years in administrative and management roles, including Fire Administration and contract administration.

Benefits Of Employment

For a comprehensive list of benefits for this position, please see the Benefit's Matrix HERE, under the MCEA bargaining Unit.

Retirement:
- CalPERS Pension: Classic 2% at 55 formula contribute 8.868%; New (PEPRA) 2% at 62 formula and contribute 8.75%
- Deferred Comp (457) Match: 1% match after 1 year of service
Medical & Dental
- CalPERS Medical with HMO and PPO plans available and generous City contribution to premiums
- Fully covered dental for employee and all qualifying dependents
Paid Leave
- Vacation: 75 Hours to start
- Admin Leave: 27 Hours per Fiscal year
- Holidays: 11 Observed and 3.5 Floating Holidays per year
- Sick Leave: 90 hours annually

Distinguishing Features

Under general direction plans, coordinates, and supervises Fire Department administrative services, programs, projects, functions and activities, including budgeting, grant administration, human resources and payroll, purchasing, accounting, and inspection services; provides highly responsible staff assistance to the Fire Chief; and performs other related work as required.

The Fire Administrative Services Manager exercises a high degree of responsibility for specialized research, analysis, program administration, and administrative operational supervision, requiring a thorough understanding of fire protection, fire prevention and emergency medical services operations, functions and systems and related laws, codes and regulations, as well as Fire Department practices, information systems, administrative policies and reporting practices.

Examples of Duties

Plans, coordinates and supervises the work of staff engaged in Fire Department administrative functions including billing, accounting, purchasing, inspection services, data management and information systems, human resources and payroll.
Analyzes proposed legislation affecting fire and emergency medical services, revenues and programs to determine impact on budget, staffing and administrative organization; ensures that State, Federal and local rules, regulations and directions are appropriately interpreted and implemented.
Represents the Fire Department in dealing with Federal, State and local agencies and other City departments and officials on fiscal and administrative matters.
Develops and administers various fire-related contracts for services, identifying needs of the Department and City in developing scopes of work, deliverables and negotiating terms of agreements.
Coordinates capital projects, acting as liaison to various City departments and outside agencies; assists with capital improvement project development, and coordinates project specifications.
Analyzes complex issues in a number of areas relating to Fire Administration, finance, operations, policies and procedures; prepares written findings and reports; makes recommendations; and formulates written policies and procedures.
Prepares, analyzes, and presents documents including a variety of databases, spreadsheets and reports relating to Fire Department business including budgets, expenditures, purchasing, and contracting.
Collaborates with other City departments, public officials, consultants and members of the community and explains City policies and procedures; makes presentations on various Fire Administration projects and programs.
Identifies, recommends and prepares cost analysis for programs which may enhance the delivery of services.
Performs research on available grants; prepares applications and writes proposals to fund various fire service related activities including community preparedness activities; assists in the implementation of the grants, ensures compliance requirements are met, and establishes outcome reporting measures and documentation; prepares financial and performance reports to funders; third-party and funder audits; and may supervise grant-funded staff to ensure the compliance and coordination of services.
Assists with the Fire Department's public communications activities including writing press releases, preparing information for the media, responding to requests for information, and overseeing website layout and content.
Coordinates and directs Fire Department budget preparation and administration; assists with budget needs assessment, cost analysis, and development and implementation of cost control.
Serves as liaison with Human Resources Departmental staff and manages Fire Department selection process including pre-employment, coordination and scheduling of interviews, backgrounds, medical exam, and psychological exams, as well as communication of results to candidates and issuance of conditional offers of employment.
Supervises, trains and evaluates assigned staff.

Employment Standards

Education/Experience

Required

Any combination equivalent to education and experience likely to provide the required knowledge and abilities. A typical way to obtain the knowledge and abilities would be:

Education: Graduation from an accredited four year college or university with major course work in public or business administration or related field.

Experience: Five years of professional administrative and management experience which must include budget development, contract administration, financial operations, and at least one year of lead or supervisory experience. Two years of both public sector Fire Administration and supervisory experience is highly desirable.

Knowledge

Knowledge of principles of current public administration including budget and finance, business statistics, research and analysis, management and administrative methods, human resources administration, procurement and staff work and reporting; fire protection, fire prevention and emergency medical services operations, functions and systems and related Federal, State, and local laws, codes and regulations; designated fire-specific technological systems, including fire incident data management and electronic patient care reporting systems, comprehensive fire service and shift scheduling systems with payroll interface, and web-based fire policy and procedural systems; labor relations practices and procedures; public communication activities with an emphasis on first responder incidents; and laws concerning governmental revenue sources including fire-related grants.

Ability

Ability to effectively plan, organize and supervise assigned Fire Administration functions, activities, programs and services; develop and implement goals, objectives, procedures and controls; administer and evaluate work programs; perform both complex and routine administrative work with speed and accuracy; interpret and apply established City policies, procedures and codes, including complex labor agreements; interpret and apply federal and state legislation and court rulings; establish and maintain accurate records; utilize current computer equipment and interpret computerized information; plan, interpret and analyze information; draw valid conclusions and project consequences of decisions and recommendations; prepare studies and reports concerning complex matters; set priorities, meet deadlines and make sound decisions; establish and maintain accurate records; maintain level of knowledge required for satisfactory job performance; communicate effectively; establish and maintain effective working relationships with employees and the general public and supervise, train, and evaluate assigned staff.

Other Requirements

Possession of a valid California Driver's License and satisfactory driving record at the time of appointment is required as a condition of initial and continued employment only if the operation of a vehicle, rather than the employee's ability to get to/from various work locations in a timely manner, is necessary to perform the essential functions of the position.

Selection Process

The examination process may include an application and supplemental questionnaire evaluation, a written exam, a performance exam, and/or an oral interview. The examination process may test for, but is not limited to, the essential knowledge and abilities listed in the job specification and announcement and will be designed to provide a comprehensive review of each candidate's technical knowledge and overall suitability for the position. Qualified applicants will be notified of the exact date, time, and location of examinations approximately two weeks in advance. If applicants have not received written notice at least one week prior to the tentative test date listed in the flyer, they should contact the City of Alameda Human Resources Department at (510) 747-4900.

Candidates passing all components of the examination process will be placed on an Eligible List. A list of names is certified to the department(s) having vacancies based on the type of examination conducted pursuant to the provision of the City's Civil Service Rules. Final selection will be made from the Eligible List by the Department Head subject to approval by the City Manager. The Department Head may utilize additional selection procedures to make a final hiring decision. Placement on an Eligible List does not guarantee employment. The selection process may be evaluated and revised based on the number of qualified applicants. Federal law requires that prior to employment, you must furnish proof of your identity and eligibility for employment in the United States, as required by U.S. Citizenship and Immigration Services.

VETERAN'S PREFERENCE CREDIT: A job applicant qualifies as a veteran if honorably discharged from active military, reservist, or National Guard duty of at least 18 consecutive months within the past five (5) years of the date of application. In case of discharge attributable to service-connected injuries or illnesses, the 18 months active duty requirement need not be fulfilled. An applicant claiming veteran's preference credit must attach to their application, a legible copy of their DD-214 verifying the type of discharge and date(s) of active service. NO OTHER DOCUMENTATION WILL BE ACCEPTED.

AN EQUAL OPPORTUNITY EMPLOYER: The City of Alameda encourages minorities, women and the disabled to apply. It is the City's policy that all aspects of employment and promotion shall be without regard to sex, marital status or disability (except where dictated by requirements of the position), race, sexual orientation, political affiliation, religious creed, color, national origin or age. Qualified disabled persons must be able to perform the essential functions of the position with or without reasonable accommodations. No individual may pose a direct threat to the health or safety of himself/herself or other individuals in the workplace. Barring undue hardship, reasonable accommodations can be made in the application and examination process for disabled individuals or for religious reasons. Requests for reasonable accommodation should be made in advance to the Human Resources Department. Hearing Impaired TDD (510) 522-7538.

For Benefits information, please visit our website at www.alamedaca.gov. A detailed summary for this position can be found under MCEA.

01

By selecting YES below, you certify your understanding that the supplemental questionnaire which follows is intended for you to identify your qualifications and experience in specific job related areas. It is critical that you fill out the supplemental questionnaire completely and accurately. Do not indicate "See Resume". Any experience or education listed in your responses must also be included in the Education and Work Experience sections of the job application. Your responses to the following questions will be evaluated and used to determine whether your application is given further consideration. A resume and/or any attachments will not be considered in determining your qualifications.

02

Do you have at least five (5) years of professional administrative and management experience which includes budget development, contract administration, financial operations, human resources, and lead or supervisory experience?

03

This Position Requires Professional Administrative And Management Experience In The Functional Areas Below. Please Select All In Which You Have Experience

Budget Development
Contract Administration
Financial Operations
Grants Management
Ambulance Billing/Collections
Recruitment & Hiring Processes
Staff Supervision

04

This position requires professional administrative experience budget development and administration. How many years of experience do you have in budget development and administration?

No Government Budget Experience
Minimal Experience (1-4 years)
Moderate Experience (5 -7 years)
Advanced Experience (8+ years)

05

This position requires professional administrative experience in contracting including administration of service provider agreements. How many years of experience do you have in contracting including administration of service provider agreements?

No Experience
Minimal Experience (1-4 years)
Moderate Experience (5 -7 years)
Advanced Experience (8+ years)

06

By selecting Yes below, I certify that the information contained in this Supplemental Questionnaire is true, complete, and provides an accurate assessment of my knowledge, skills and abilities as they relate to this position with the City of Alameda. I understand that any misstatements or omissions of material facts may subject me to disqualification or dismissal, and that appropriate tests may be given to verify the accuracy of the information given.