Administrative Coordinator of Fire Department at City of Princeton, TX

About the Department

Under the general supervision of the Fire Chief, the Administrative Coordinator is responsible for providing high-level administrative and operational support to both fire administration, fire prevention, and field operations. This position plays a crucial role in maintaining efficiency, supporting departmental initiatives, ensuring compliance, and facilitating communication between internal and external stakeholders. The coordinator is expected to exercise discretion, initiative, and professionalism in all tasks.

Position Duties

• Provides comprehensive administrative support to the Fire Chief, Fire Department administration staff, and personnel at all fire stations.
• Manages the Fire Chief’s calendar including scheduling and coordinating meetings, taking meeting minutes, and disseminating information as needed, and maintaining the Fire Marshal’s Office fire prevention calendar.
• Screens and routes incoming calls, emails, and correspondence; responds to complaints and information requests in a professional and timely manner.
• Prepares and submits monthly statistical reports and data regarding Fire Department administration, fire prevention, and operations activity.
• Coordinates travel and training arrangements for fire personnel and processes related documentation.
• Assists with the development of presentations, reports, memoranda, and internal/external communications.
• Reviews, edits, transcribes, and proofreads confidential documents and department reports.
• Serves as a liaison with the Finance Department to support Fire Department budgeting and purchasing operations while ensuring compliance with City policies and practices.
• Orders and distributes office and operational supplies for all fire stations and administrative offices.
• Processes departmental time sheets, attendance reports, and creates summaries and special reports as needed.
• Maintains accurate and confidential personnel files and records.
• Reconciles credit card and procurement card transactions in compliance with city policies.
• Oversees recognition and commendation processes for departmental staff.
• Provides internal and external customer service, representing the department in a professional manner.
• Provides administrative support to department with workflow, policies, and procedures.
• Assists with special projects, grant coordination, and compliance reporting.
• Performs general office tasks such as copying, faxing, filing, and mail distribution.
• Adheres to all written city and departmental policies, procedures, and assigned work schedules.
• Performs other duties as assigned.

Minimum Qualifications

High school diploma or GED with two (2) years of experience related to administrative work. Municipal public safety experience preferred. Ability to pass a background check, CJIS clearance, fit for duty examination, and drug screening. Valid Texas Driver’s License. Reliable transportation, and ability to drive; maintain and provide proof of liability insurance. Have and maintain a professional, inviting, and friendly demeanor. 

Other Qualifications

ADA COMPLIANCE

Physical Ability: Tasks require the ability to exert very moderate physical effort in light work, typically involving some combination of stooping, kneeling, crouching, and crawling, and may involve some lifting, carrying, pushing, and/or pulling of objects and materials of moderate weight (12-20 pounds). Some tasks require visual perception and discrimination.

Sensory Requirements: Some tasks require visual perception and discrimination and oral communication ability.

Environmental Factors: there is limited exposure to environmental conditions. Some tasks are performed with exposure to violence.