Administrative Coordinator - Fire Department

JOB SUMMARY

JOB SUMMARY
Responsible for administrative support for the San Marcos Fire Department (SMFD); oversees administrative support, budgeting, purchasing, projects, and programs; responsible for all records management including fire reporting to State and Federal agencies.

ESSENTIAL FUNCTIONS AND DECISION MAKING

ESSENTIAL FUNCTIONS

• Supervise the fire administrative office, providing administrative support to Fire Chiefs, Support Services, Training, Prevention, Administration, and Operations as needed
• Oversee the Administrative Assistant Senior position and serve as primary backup in their absence
• Maintain comprehensive department financial oversight within the Tyler Munis system, which includes:
  • Manage department financials by overseeing operating accounts, including charges from other departments
  • Reconcile and track department expenses on an ongoing basis utilizing Fire’s internal system/application, meticulously documenting all financial receipts and related notes
  • Create requisitions and purchase orders (POs) to allocate and encumber funds during the fiscal year, and process incoming invoices for timely vendor payments
  • Monitor receipts for amounts, itemized spending records, and tax exemptions
  • Process department p-card transactions and code them to appropriate operating budget accounts
  • Tracks renewal dates on department contracts/projects, including minor construction projects
  • Process expense claims (ECs) for reimbursements
  • Order, purchase, and maintain an inventory of department assets, including uniforms, equipment, and supplies
  • Oversee the Department's donation account, ensuring resources are allocated to impactful fire and life-safety education programs for targeted risk groups (e.g., Junior Fire Academy, Smoke Detector Program, Citizens' Fire Academy, Clown Program, Resident Advisors (RA) Fire Academy, and Open House), along with other special departmental projects
• Manage special projects and grants from Federal and State funding sources
• Research, develop, and create reports and records for special programs and projects
• Maintain the department's Texas Commission on Fire Protection (TCFP) FIDO account, reporting firefighter injuries to the TCFP FIDO system within the required timeframe
• Maintain Texas Department of State Health Services (DSHS) requirements for firefighters’ immunization records
• Notarize documents as necessary
• Ability to run fire/EMS reports from the RMS system; assist with Open Records Requests
• Assist with maintaining department policies and procedures manuals within the Lexipol system
• Maintain department uniform allotments, portal, and payments working with the Fire Chief’s designee for approval to add/remove items to the department uniform portal
• Manage and coordinate the webpage and internal communications systems
• Manage the full onboarding process for new employees, including tracking checklists, scheduling key calendar entries, and ensuring new hires receive uniforms and support throughout their first year; support technical onboarding by facilitating system logins, application access, and training completion
• Facilitate staff promotions (rank and EMS changes) by managing P-1 employee forms in Tyler Munis including maintaining checklists to guarantee seamless transitions, ensuring all uniform hardware, uniform updates, RMS records, and STRAC badges reflect the new personnel status
• Oversee all aspects of employee separations, including retirements and resignations, by following established checklists to ensure a smooth and comprehensive transition from their career with SMFD

DECISION MAKING

• Provide training and supervision of Fire Department Administrative Assistant, Senior position
• Must communicate effectively and maintain composure in emergency situations
• Answer the office-hour phone line and help citizens with questions/concerns, transferring them to dispatch/911 if the call warrants an emergency response

MINIMUM QUALIFICATIONS (Salary is dependent upon qualifications)

MINIMUM REQUIREMENTS

• Associates Degree
  
• Three to five years progressively responsible/related office management experience
  
• Additional commensurate experience may substitute for education
  
• Ability to type with an emphasis on accuracy
  
• Valid Texas Driver’s License with an acceptable driving record
  

PREFERERD QUALIFICATIONS

• Bachelor’s preferred
• Texas Notary certification is preferred but can be obtained after employment

OTHER QUALIFICATIONS

• Strong verbal and written communication skills are essential, with the ability to interact professionally with internal and external stakeholders
• Excellent organizational skills and ability to multi-task, with keen attention to detail
• Ability to learn and adapt to new technology and software including fire reporting, record management, financial documents, budget, and cloud-based programs
• Extensive knowledge of computer software applications: (i.e., Microsoft Office/MS365 (including Outlook, Teams, SharePoint, Lists, Forms, etc.), SMFD’s current Fire RMS system, Lexipol, Tyler-Munis, etc.)

CORE COMPETENCIES AND PHYSICAL DEMANDS

JOB DIMENSIONS

• Must be able to read and comprehend policies, procedures, municipal codes, budgets, financial records, contracts, and/or other departmental documentation; must have the ability to prepare/process complex correspondence, reports, and other materials of a highly confidential nature.
  
• Effective verbal and written communication skills are required; must be able to maintain positive working relationships with City departments and personnel, outside agencies, community organizations, vendors, and the general public.
  
• Must communicate effectively to provide clear information and maintain confidentiality.
  
• Basic math calculations necessary to maintain accounting system and obtain purchasing quotes.
  

PHYSICAL DEMANDS AND WORKING CONDITIONS

Physical requirements include lifting up to 35 pounds occasionally; subject to vision and hearing constantly; sitting, handling, fine dexterity, and talking frequently; standing, walking, lifting, carrying, pushing/pulling, and foot controls occasionally; reaching, bending, twisting, climbing, and balancing rarely.

Working conditions involve sitting for extended periods of time.

The City of San Marcos offers its employees a broad range of benefits to enhance their personal and occupational lives. We are committed to a total rewards strategy that provides employees with competitive compensation, comprehensive benefits, and an environment that supports a healthy work/life balance. 2023 Benefits Guide

BENEFITS
Medical, Dental & Vision Coverage

• United Healthcare
  • Choice Plus PPO Plan
  • Prescription Drug Plan
  • Wellness Initiatives
  • Virtual Doctor Visits 24/7
  • Dental Plan
• Davis Vision Insurance
  • Base Vision Plan
  • Premium Vision Plan
  • Laser Vision Correction discounts

Retirement

• Texas MunicipalRetirement System (TMRS)
• Mission Square Retirement Corporation - optional 457-deferred compensation plan & Roth IRA

ADDITIONAL BENEFITS

• Flexible Spending Accounts
• City paid Life and AD&D Insurance
• Voluntary Life, AD&D and Long Term Disability insurance
• Employee Assistance Program
• Vacation
• Sick Leave
• Holidays
• Longevity Pay
• Tuition Reimbursement
• Activity Center Membership
• Direct Deposit

The City of San Marcos strives to provide employees with an opportunity for a flexible and positive work/life balance. Employees in eligible positions are offered remote telework options of up to two days per week or 40% of an employee's scheduled work hours. Remote telework eligibility will be determined by department directors to ensure the City provides quality services.

Closing Date/Time: 8/1/2025 11:59 PM Central

• 

• City of San Marcos, TX

• 512-393-8060

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