The Excelsior Fire District’s Administrative Consultant is responsible for managing the administrative and financial support functions of the Fire District. The Administrative Consultant provides HR support, maintains accurate records, assists with budgeting and payroll functions, coordinates district communications, and assists leadership with strategic initiatives.
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Essential Duties and Responsibilities
Administrative Management and Operational Support
• Provide administrative support to the Fire Chief.
• Assist with policy development, implementation, and updates.
• Coordinate facility, equipment, and vehicle-related administrative records.
• Ensure proper maintenance of official records, reports, contracts, policies, and correspondence.
• Oversee the preparation and distribution of meeting agendas, packets, minutes, and supporting documents for board and operating committee meetings.
• Ensure compliance with records retention requirements and applicable laws.
Financial Administration
• Assist with the development and administration of the annual budget and capital improvement plan.
• Oversee payroll processing and monitor the maintenance of payroll accuracy and compliance.
• Assist auditors and provide documentation during annual financial audits.
• Monitor expenditures and prepare financial reports for leadership and governing boards.
• Maintain grant records and assist with grant administration and reporting requirements.
Human Resources Support
• Serve as a primary point of contact for the Fire Chief, staff, and employees regarding HR policies, procedures, and general HR inquiries.
• Provide guidance to the Fire Chief and staff on the interpretation and application of the employee handbook, personnel policies, and related procedures to ensure consistency and fairness.
• Support employee relations by responding to employee concerns, facilitating communication between employees and supervisors, and helping to resolve workplace issues in a professional, impartial manner.
• Assist with disciplinary processes by advising supervisors on documentation, consistency with policy, and appropriate next steps.
• Coordinate preparing and posting job announcements, prescreening applicants, coordinating and conducting interviews, and facilitating candidate scoring and selection.
• Administer onboarding and offboarding processes for employees, including required paperwork, coordination of pre-employment and separation requirements, and communication with the Fire Chief to ensure smooth transitions.
• Coordinate benefits administration and enrollment processes.
• Administer workers’ compensation, including claim intake, filing, tracking, and coordination with carriers and providers.
• Monitor workers’ compensation cases and coordinate return-to-work or modified-duty arrangements with the Fire Chief.
• Maintain accurate and confidential employee files, records, and HR systems in compliance with legal and District requirements.
• Assist with compliance related to federal, state, and local employment laws and regulations.
• Collaborate with Office Manager to ensure accurate payroll and timely flow of employee information.
• Recommend improvements to HR processes, procedures, and forms to increase efficiency, consistency, and employee experience.
• Serve as a key liaison between the District and Abdo Services
• Perform other related HR generalist and administrative duties as assigned.
Board and Municipal Relations
• Assists in preparing reports and presentations for the fire board, operating committee and member cities.
• Coordinates communications and information requests between the Fire District and member cities.
Records and Compliance
• Ensure accurate maintenance of department records and databases.
• Prepare and submit required reports to local, state, and federal agencies.
• Maintain confidentiality of sensitive personnel, financial, and operational information.
• Monitor compliance with district policies and applicable regulations.
Qualifications
Minimum Qualifications
• Bachelor’s degree in Business Administration, Public Administration, Accounting, Finance, Human Resources, or a related field; bachelor's degree preferred.
• 5-10 years of HR experience in a Generalist or HR administrator capacity.
• Experience with workers’ compensation claims.
• Working knowledge of common HR practices and principles related to the employee life cycle.
• Knowledge of governmental budgeting, public records requirements, open meeting laws, and board governance processes.
• Understanding of applicable federal and state employment laws and regulations.
• Three to five years of progressively responsible administrative, financial, or governmental experience.
• Valid driver's license.
Knowledge, Skills, and Abilities
• Strong knowledge of office administration, human resources, records management, and business operations.
• Knowledge of budgeting, accounting principles, payroll processes, and financial reporting.
• Ability to maintain confidential information with discretion and professionalism.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to prioritize multiple projects and meet deadlines.
• Proficiency in Microsoft Office Suite, financial software, and database management systems.
• Ability to work independently while collaborating effectively with staff, leadership, board members, and external stakeholders.
• Strong problem-solving and customer service skills.
Preferred Qualifications
• Experience working in a fire department, emergency services organization, municipality, or special district.
• Experience with payroll systems, accounting software, and records management programs.
• Certification in public administration, local government management, or related field.
Physical Requirements
• Ability to sit, stand, walk, and perform routine office tasks for extended periods.
• Ability to occasionally lift and carry items weighing up to 25 pounds.
• Ability to travel to meetings, training sessions, and facilities within the district as needed.
Working Conditions
• Primarily performed in an office environment.
• Occasional attendance at evening meetings, board meetings, training events, and community functions may be required.
• Frequent interaction with department personnel, elected officials, municipal staff, and members of the public.
