Employment Opportunities

Current Employment Opportunities with the City of Meridian:

Job Title: Administrative Division Manager
Department: Fire
Reports To: Fire Chief
Open Date: June 7, 2022
Close Date: Open Until Filled, First Review: June 30, 2022
Hiring Range: $21.65 - $26.57 per hour, DOE
Salary Range: $21.65 - $32.47 per hour, DOE

Job Summary:

This position is responsible for supervising and directing the daily operations of the Fire Department’s Administrative Services Division. Completes moderate to complex administrative duties and coordination of Department’s programs and projects. Works to solve problems, mediate disputes, and deal with issues before they are brought to the Fire Chief. Acts as confidant and advisor to the Fire Chief. Assists in implementing the Department’s vision using effective communication and supervision of the administrative services division activities. As the Department’s central point of contact, this position oversees Departmental communications and coordinates daily activities with staff, high level officials, outside agencies, and the public. The individual directs, coordinates and supervises subordinate employees and performs an array of high-level, confidential, and multifaceted technical duties in support of various Department programs, plans, projects, and services. Duties and responsibilities require effective management/leadership skills and advanced administrative experience. A member of the Senior Executive Management Team. This position reports directly to the Fire Chief, but the individual must take initiative and exercise independent judgment.

Essential Duties & Responsibilities:

Leads, develops, manages, the Administrative Services Division to include the Records Division of the Fire Department;

Supervises and coordinates the division and all assigned ensuring timely and quality responses to the needs of the City, Community, Department and Division;

As part of the Strategic Leadership Team and Department Senior Executive Team, participates in the planning, development, implementation and monitoring of Division and Department goals, objectives, policies, procedures, standards, communications, budgets and operational priorities;

Part of the Accreditation Management team, participates in the development and maintenance of the Department’s Accreditation status. Gathers and analyzes data, monitors and measures adherence to standards of the accreditation;

Acts as the point of contact for the Administrative Division in the absence of the Fire Chief;

Manage fire department grant applications to execute grant submissions and manage program deliverables generated by grant funding developed by the Division Chief of Logistics;

Ensures all Divisions in the Department are carrying out the strategic objectives of the organization in a way that is aligned to its mission and values;

Manages, coordinates and prioritizes workloads of the Administrative Services Division, monitoring levels of resources, establishing timelines, assigning work, tracking progress, recommending changes, writing, reviewing and editing reports prepared by staff to include the department annual report and approving completed projects and reports;

Implements controls for appropriate staffing and effectiveness by participating in the recruitment and hiring of employees making recommendations on employee discipline and other human resource issues, evaluating and managing employee performance by conducting staff appraisals, discussing and identifying personnel issues and facilitating resolutions, promoting positive morale in the division, ensuring staff is trained appropriately for maximum performance, participate in hiring interviews on all levels, and providing leadership and guidance;

Contributes to the needs of the community and City by implementing and motivating others to employ the organization’s values and strategies by leading through example, competence and accountability;

Provides customer service by overseeing staff responses to citizens, including public information requests, research, presenting solutions to problems and correcting errors;

Ensures division compliance with local, state, and federal government regulations and other applicable rules and requirements;

Prepares and manages the Fire Department’s annual operating budget by identifying current needs, reviewing and identifying budget cuts, researching and answering questions regarding changes, tracking expenditures, establishing and monitoring cost accounting systems, approving purchases of supplies and equipment, monitoring and preparing projected expenditures and revisions, monitoring purchase requisitions and orders in accordance with the Comprehensive Financial Plan ensuring City compliance, and preparing required documentation and reports at the direction of the Fire Chief;

Coordinates and monitors fire department service contracts by overseeing request creation, monitoring the selection process, authorizing payment, overseeing monthly invoicing and final close out of contract and projects and ensuring contractor performance;

Assists with the development of future projects and needs related to fire stations, equipment, apparatus and personnel with other leaders of the department;

Analyzes and revises systems operations and procedures, participating in the development of policies, evaluating requests for materials and equipment, and overseeing inventory controls, developing and preparing reports and recommendations, researching and preparing drafts of various documents, maintaining spreadsheets and databases, organizing travel and responding to inquiries;

Liaison for the Meridian Rural Fire Protection District, a separate and additional City function through the Joint Powers Agreement between the City of Meridian and the Meridian Rural Fire Protection District, oversees the Rural Fire District Commissioner elections as the Clerk for the District;

Empowers, motivates and provides oversight of work of subordinates including communications and administrative staff, contract workers and interns to support Departmental goals and objectives, supervises light duty firefighter employees as needed;

Maintains and tracks finances when called to a large-scale emergency incident, initiates invoices and billing for mutual aid deployments;

Prepares and provides staff reports, presentations, and other correspondence; prepare periodic reports for functional areas of responsibility, develop letters, memorandums, technical documents, policies, procedures and reports related to the management issues of the Department; oversee the documents developed by staff;

Acts as resource for management and staff; serve as a technical advisor and share expertise with staff and management within areas of responsibility, provide oversight for development and function of program related databases; interface with information technology staff in the development and maintenance of automated systems;

Ensure proper management of Department communications, website, and social media to include reviewing and approving content developed by the Public Safety Information Officer;

Serve as liaison between applicable support staff, elected officials, internal Departments and the general public;

Maintain and coordinate senior manager schedules and manage Department travel;

Coordinate and collaborate with internal and external stakeholders on critical and complex Fire Department issues and situations;

Oversee and ensure compliance with Public Records Requests, legal record retention requirements in accordance with state, local and other City policies, ensure accuracy of training records, and accurate export of all department employee time card data;

Contribute to coordination, planning, and logistical support of Department activities and events, including ceremonies, celebrations and development programs;

Participate in the development of the Department’s workforce development and training programs and provide support of programs, processes and improvements in related areas;

Monitor and approve expenditures, including oversight of credit card accounts and payments, ensure accurate invoice data entries are completed by subordinate staff;

Identify and implement opportunities for improving service delivery methods and procedures;

Design, assemble and manage cross-functional workgroups, focus groups, teams and committees of diverse internal or external stakeholders; may lead or chair groups as appropriate;

Performs other duties as assigned or needed.

Job Specifications:

Associates Degree (AA or AS) in a records and information management field, Public Administration, Business Administration, or a related field as approved by the Fire Chief, required

Bachelor’s degree in Public Administration, Business Administration or related field as approved by the Fire Chief, preferred or in process with completion within three years of hire;

Five (5) years of fire department progressively responsible experience providing advanced executive support with administrative and operational support duties, to include two years in a supervisory position;

Ten (10) years of fire department progressively responsible experience providing advanced executive support with administrative and operational support duties, to include four years in a supervisory position, preferred;

NIMS ICS All-Hazards Finance/Administration Unit Leader Course (E/L-0975), preferred;

Project or program management experience a plus.

Knowledge, Skills & Abilities:

Must have exemplary verbal and written communication skills;

Must have the ability to manage projects, perform extensive research, create written reports;

Requires knowledge of accepted supervisory practices, including FLSA rules for nonexempt employees, and ability to coordinate and monitor the activities and tasks of subordinates and other groups;

Proficient knowledge of the principles, theories and practices of business administration including budgeting, human and resource management, and office information and organizing systems;

Must be able to perform statistical analysis, keep budgetary records, and evaluate information against a set of standards;

Ability to read, interpret and apply rules, regulations, policies and procedures as applicable;

Requires basic understanding of strategic planning and implementation;

Must have advanced knowledge of Fire Logistics including facilities and equipment, fire service and EMS agency procedures and practices;

Requires knowledge of contract management and procurement procedures;

Requires knowledge of current accounting software and practices;

Requires knowledge of grant writing techniques;

Must have advanced skills with Microsoft Office suite of programs and the ability to learn and use new proprietary systems;

Must be able to work in a fast-paced environment and have excellent organizational and prioritization skills;

Ability to think strategically and critically is required;

Requires advanced administrative support knowledge and skills;

Ability to work autonomously with little to no supervision.

Licensing and Certification:

Possess and maintain a valid Idaho Class D (minimum) driver’s license;

Obtain and maintain AHA CPR/AED certification;

ICS 100, 200, 300, 700, 800 certifications;

NIMS ICS All Hazards Finance/Administration Unit Leader Course (E/L-0975, preferred.

Work Environment and Physical Demands:

Work is usually performed in an office environment with moderate noise level;

Constantly requires sitting at a desk or computer terminal for long periods of time and ability to lift up to 15 lbs;

Requires clarity of speech and hearing, which permits the employee to communicate effectively with the public and other department members;

Requires clear vision to read printed materials and computer screen to accomplish work;

Constantly requires repetitive movement of the wrists, hands, and/or fingers;

Requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks;

Occasionally may require assisting with and attending Department sponsored special events or activities, sometimes after hours.

Travel Requirements

Drives a city motor vehicle to meetings, department errands, department sponsored special events or activities, sometimes after hours;

Travels by car to classes and seminars;

May be required to travel by air to required training.

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