Administrator

Job Description

Job Description

Position Summary

The Fire Authority Administrator is responsible for overseeing the administrative, financial, and operational support functions of the South Kalamazoo County Fire Authority (SKCFA). The Administrator works closely with the Fire Chief, Board members, firefighters, municipal officials, and community partners to ensure efficient delivery of fire protection, rescue, emergency response, and public safety services throughout the Authority’s coverage area.

The position manages day-to-day administrative operations, budgeting, records management, grants, compliance, and coordination among participating municipalities.

Essential Duties and Responsibilities

Administrative Management

• Coordinate daily administrative operations of the Fire Authority.
• Prepare agendas, meeting packets, minutes, and reports for Fire Authority Board meetings.
• Compile meeting minutes from monthly board meetings.
• Maintain departmental records, policies, contracts, and personnel files.
• Assist in development and implementation of departmental policies and procedures.
• Serve as liaison between the Fire Authority, municipalities, county agencies, and the public.

Financial Administration

• Assist with preparation and administration of the annual budget.
• Process invoices, payroll, purchase orders, and financial reports.
• Monitor expenditures and maintain financial records in accordance with municipal accounting standards.
• Coordinate grant applications, reporting, and compliance requirements.
• Assist with capital improvement planning and equipment purchasing.

Human Resources & Personnel Support

• Maintain personnel records, certifications, training documentation, and scheduling records.
• Assist with recruitment, onboarding, and retention efforts for paid-on-call and volunteer firefighters.
• Coordinate payroll and benefits administration as applicable.
• Track required firefighter certifications and compliance training.

Operational Support

• Support the Fire Chief in coordination of emergency service operations.
• Maintain department reporting systems and statistical data.
• Coordinate maintenance records for apparatus, stations, and equipment.
• Assist with emergency preparedness planning and interagency coordination.

Public Relations & Community Engagement

• Respond to public inquiries and requests for information.
• Assist with community outreach, fire prevention programs, and public education initiatives.
• Maintain website and social media communications as assigned.

Minimum Qualifications

• High school diploma or GED required.
• Experience in municipal administration, emergency services, or fire service administration preferred.
• Knowledge of budgeting, records management, and office procedures.
• Proficiency with Microsoft Office and database management systems.
• Strong organizational, communication, and interpersonal skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Valid Michigan driver’s license.

Preferred Qualifications

• Experience working with fire departments, EMS agencies, or public safety organizations.
• Familiarity with Michigan fire service regulations and incident command systems (ICS/NIMS).
• Grant writing and municipal finance experience.
• Knowledge of payroll and governmental accounting systems.

Working Conditions

• Office environment with occasional response to emergency scenes, training events, or public meetings.
• After-hours availability required for once-a month board meeting.
• Ability to lift office materials and equipment up to 25 pounds.
• Part-time; 25-33 hours per week during business hours with flexibility and 1 evening a month.

Work Location: In person