Wildfire Program Support Specialist

Wildfire Program Support Specialist

This position is fully funded through the Marin Wildfire Prevention Authority (MPWA) and will directly support the mission of wildfire preparedness and mitigation, and community safety.

This is a Limited Term|Temporary|Full-Time|Fixed Term|Non-Exempt position with limited benefits. This position is for ONE YEAR ONLY for the period July 2026 through June 2027.

The City is focused on enhancing our community members' quality of life through well-designed services and a positive workplace culture. San Rafael is the economic and cultural heart of Marin County, and its high quality of life is centered on its commercial districts, engaged neighborhoods, active lifestyle, and natural environment. San Rafael, with a population of approximately 60,000, is a full-service city with a City Council/City Manager form of government with 12 departments, more than 400 employees, and a fiscal year 2025-2026 annual budget of approximately $193 million. The City's vision is to be a vibrant economic and cultural center reflective of its diversity. The City Council is engaged and seeks to strengthen the urban and commercial areas as well as sustain the beautiful natural environment.

San Rafael's Organizational culture framework is an initiative called "Together San Rafael." City employees are our greatest asset, and we seek talented individuals with diverse backgrounds who are creative, curious, and excited about a challenge. We are a results-driven team focused on the needs of community members. The Together San Rafael initiative is focused on modernizing City services and increasing the engagement of employees. This initiative recognizes the interconnectedness of the customer and employee experience.

The San Rafael Fire Department is an all-risk fire agency with 69 highly trained operational firefighters providing services in firefighting, Advanced Life Support (ALS response, ambulance transport, technical rescue, hazardous material response, disaster response, fire prevention, and community preparedness. We are dedicated to delivering the highest level of emergency service to our community--professional, compassionate, predictable, consistent, and sustainable.

The Wildfire Program Support Specialist provides operational, administrative, and technical support for the San Rafael Fire Department's wildfire prevention, mitigation, and community risk-reduction programs. The Specialist will support the Wildfire Mitigation Program through the implementation of the San Rafael Wildfire Prevention and Protection Plan and Marin Wildfire Prevention Authority (MWPA) goals. The position works closely with fire prevention staff, vegetation management personnel, contractors, community organizations, and residents to ensure efficient program delivery and high-quality customer service. This role supports planning, data tracking, public education, defensible space evaluations, grant administration, and logistics for wildfire-related initiatives.

Essential duties and responsibilities may include but are not limited to the following:

• Support the implementation of the San Rafael Wildfire Prevention and Protection Action Plan and Marin Wildfire Prevention Authority workplan in an inclusive and equitable manner.
• Provide various administrative support services including but not limited to inputting invoices, contracts, and purchase orders, budget tracking, meeting support and responding to resident inquiries.
• Assist in coordinating contractors, scheduling inspections, and maintaining project timelines and documentation.
• Conduct field support tasks such as collecting site information, documenting parcel conditions, preparing inspection forms, and entering data into department databases.
• Maintain, organize, and update program data, reports, maps, and digital records.
• Assist with grant tracking, reporting, reimbursements, and documentation requirements.
• Support development and delivery of public education materials, community outreach events, and preparedness workshops.
• Provide logistical support for equipment, supplies, signage, and daily field operations.
• Prepare written summaries, report, presentations, and correspondence for supervisors and stakeholders.
• Support the residential assistance programs via documentation, scheduling, and coordination.
• Manage the resident hotline, including phone calls, emails and third-party software to ensure residents have timely information and support.
• Helps assure residents are informed through content creation to be shared via physical and electronic forms.

Knowledge/skills/abilities:

• Customer service principles and public communication best practices.
• Principles of wildfire behavior, defensible space, home hardening practices, and vegetation management (training can be provided).
• Basic understanding of fire prevention, community risk-reduction, and emergency management concepts.
• Office software including word processing, spreadsheets, and databases.
• Recordkeeping, project coordination, and workflow management methods.
• Strong organizational and time management skills with the ability to balance multiple projects.
• Clear and professional verbal and written communication.
• Proficiency using computers, tablets, data-entry systems, and mapping tools.
• Ability to interpret and apply program guidelines, defensible space standards, and work instructions.
• Effective interpersonal skills for working with residents, contractors, and internal staff.
• Problem solving and attention to detail in both field and office settings.
• Work independently and also collaborate effectively with a team.
• Provide excellent customer service, sometimes in stressful or high-volume situations.
• Clearly and effectively communicate with residents to understand their concerns and help reach solutions or provide guidance.
• Develop and execute requests for proposals (bids), financial documents, and contracts.
• Learn and adapt to new technologies, databases, and program tools.
• Maintain accurate records and follow procedures consistently.
• Exercise sound judgment and communicate professionally when representing the Fire Department.

Minimum qualifications desired:

• Graduation from high school or equivalent and any combination of education and experience that would likely provide the required knowledge and abilities in qualifying.
• Must possess and maintain a valid California Driver's License with a satisfactory driving record.
• A background in customer service or public service.
• Ability to speak, write, and read Spanish is desired but not necessary.

The salary range for this position is $31.80 - $38.65 per hour.

The City of San Rafael offers the following benefits for this position:

• Twelve (12) days of sick leave per year; ten (10) days of vacation per year; twelve (12) City holidays, and one (1) floating holiday.
• $950 per month towards the purchase of medical/dental/vision coverage.
• Participation in a retirement plan is mandated by Federal Law and you will be enrolled in the Public Agency Retirement System (PARS):
• Employee contributes 3.75% of salary
• City of San Rafael contributes 3.75% of salary