Under the direct supervision of the Fire Chief, this position is responsible for the management and supervision of the administrative functions of the Fire department.

Typical Duties:

May serve as executive assistant to the Fire Chief or as primary administrative and confidential assistant for a member of the Fire Chief’s staff.
Responsible for the day-to-day operation of a central administrative and business management services function aimed at assisting departmental management in the accomplishment of the purposes of the department.
Manages and provides leadership and guidance to staff through proper delegation and work supervision. Provide department leadership, programs, and activities that promote workplace diversity.
Provide direct supervision of Medical Billing Specialist(s) and Administrative Assistant personnel.
Performs duties of Health Insurance Portability and Accountability Act (HIPAA) compliance officer in conjunction with the EMS Battalion Chief as necessary. Performs data collection, analysis, Quality Assurance and reporting for internal use or for dissemination to outside agencies or to the public.
Develops, maintains and analyzes departmental administrative practices and office procedures including record keeping systems, forms control and employee database records. Implement department clerical and fiscal procedures and policies. Recommend methods for improvement of procedures and coordination of department functions.
Processes personnel action forms, new employee documents, personnel files, and agency-related travel arrangements for department personnel.
Assists in the preparation, development, expense forecast, and oversight of the Department budget. Oversees procurement activities for supplies, services, equipment, and other items. Manages outbound and inbound correspondence, freight and payments. Monitors revenues and expenditures in assigned area to assure sound fiscal control.
Respond to all citizens' questions, comments or complaints in a courteous and timely manner. Continue to improve operations and work, cooperatively and jointly, with all levels of the department to provide quality customer service.
Enforces work safety practices and proper use of personal protective equipment (PPE). Recommends and implements corrective actions when necessary.
Develop, implement, and revise goals, objectives, policies, procedures, guidelines and priorities of operations for the Administrative division. Explain all city and department policies, orders and decisions to subordinates. Ensures adherence to established policies and procedures to remain in compliance with local, state, and federal rules, regulations, and policies.
Keeps immediate supervisor fully and accurately informed on issues. Identifies areas of concern for management for review and potential action.
Manages and monitors department administrative activities. Determines work procedures, prepares work schedules and expedites workflow. Monitors work, evaluates performance, trains, counsels, coaches, and instructs employees in order to meet established goals and objectives. Studies and standardizes procedures to improve efficiency and effectiveness of operations. Coordinates department activities with other departments and agencies as needed.
Demonstrates continuous effort to improve operations, streamline work processes, and work cooperatively and jointly with City Administration, department directors, staff, and the public to provide quality services.
Interprets and prepares data for studies, reports, correspondence and recommendations. Produces simple to complex documents, reports, presentations, and records using relevant software.
Assists in the administration of personnel programs including performance management processes, discipline evaluations, participates in selection processes and recommends hires.
Reviews and provides reports and prepares and maintains required departmental records.
Leads and collaborates in software update and conversion projects. Administers department’s record management and web-based training systems.
Perform other activities, and program oversight, as assigned by the Fire Chief.

Fire Department Administrative Division Manager jobs

Administrative Division Manager