Administrative Specialist (Fire Department)
Salary
$30.40 - $36.32 Hourly
Location
Fire Department Administrative Office, 216 S Dewey St, Eau Claire, WI
Job Type
Full-Time
Job Number
2026-00072
Department
FD-ADMIN
Opening Date
10/15/2026
Closing Date
10/25/2026 11:59 PM Central
Job Description
Join our team as the Administrative Specialist and play a key role in supporting the operations of a busy fire department. This position offers the opportunity to manage administrative operations, support financial and personnel functions, coordinate records and communications, and provide direct support to Fire Department leadership. If you're a strong communicator with excellent administrative and organizational skills who enjoys making a meaningful impact in a public safety environment, we'd love to hear from you!
Requirements:
Preferred Qualifications:
Additional Reasons to Apply:
Application deadline: Sunday, October 25, 2026 at 11:59 p.m.
Interviews expected to take place November 3, 2026. Candidates will be notified via email if selected to interview.
Administrative Specialist (Fire Department) Recruitment Snapshot
JOB DESCRIPTION
POSITION SCOPE
Under direction of the Fire Chief, the Fire Department Administrative Specialist manages the administrative office of the fire department and collectively coordinates the administrative efforts of six fire stations. This work includes the performance of duties that require the independent exercise of judgment in making decisions based on knowledge of policies and procedures, sensitivity to issues, and state and local laws. This requires staff level decision-making responsibility in the areas of financial management, personnel, and administrative functions, in addition to serving as the department's records custodian. Responsibilities include providing general and confidential administrative support to the Fire Chief and Deputy Chiefs; managing the department's records and communication functions; and assisting the department's budgeting, purchasing, and payroll activities. The Administrative Specialist also coordinates activities with other City, County, Regional, and State departments, as well as the general public; supervises assigned staff; and performs other assigned duties.
ESSENTIAL FUNCTIONS
Manages and directs the activities of the Administrative Office of the Fire Department in the following areas:
Financial Management
Assists the Fire Chief in preparing the annual operating and capital improvement plan budgets including service modifications.
Assists the Fire Chief and Deputy Chiefs in monitoring the financial resources of the department, ensuring that both personnel and materials are being utilized to the maximum extent and are adequate to accomplish the department's objectives.
Monitors budget lines and adjusts, as needed, administrative office expenditures (overtime, supplies, training, etc.) to ensure adherence to city and departmental budget guidelines.
Assists in applying for, managing, approving expenditures, and submitting required reports for government grants.
Calculates and prepares special pay reports (FLSA, Holiday, Acting, Haz Mat) for submission to the Payroll Division following Local 487 contractual agreements and federal law.
Reviews and updates for approval of all employee timesheets for submittal to Payroll.
Prepares all department purchase requisitions and authorizes vendor payments. Utilizes procurement card for purchases and reconciles monthly statements for all department procurement cards.
Prepares all service billings for monies owed to the City and forwards to Finance (special events staffing, county and regional hazardous materials response, tent permits, etc.).
Personnel and Administrative Functions
Serves as office manager to coordinate workflow and oversee administrative operations in the work area.
Assists in vendor selection for various services and confirms proper specifications, sizes and quality standards are met. Obtains quotes and orders supplies and equipment as needed for the department and personnel.
Completes Travel/Training Statements for all employees and makes related registration, lodging, and transportation arrangements.
Directs the work of the Administrative Associate II in support of the Civilian Fire Inspectors and Risk Manager's office.
Monitors the schedule and time off requests of civilian administrative office personnel to secure adequate coverage.
Under the direction of the Fire Chief, provides recommendations in areas of hiring, termination, disciplinary actions, salary adjustments, work assignment areas, overtime outlay and part-time employee hours for personnel assigned to the administrative office of the fire department. The incumbent completes employee performance evaluations, as necessary.
Prepares Fire Department annual report and City Council presentation materials.
Attends City Council meetings including work sessions and other special meetings, as necessary.
Responds to public inquiries (via telephone, letter, e-mail, and in-person office visits).
Ensures all external complaints are properly received and forwarded to the Fire Chief.
Prepares internal and external communications and correspondence for the Fire Chief. Prepares reports and status updates on behalf of the Fire Chief.
Develops and implements creative operational initiatives, programs, and processes that improve service delivery to other agencies and the general public.
Facilitates the fire staff interview process for new personnel and provides administrative training for all new employees.
Communicates with IT staff on personnel updates (new hires, promotions, departures) and related network accounts.
Monitors the administrative progress of probationary employees to determine the retention of same.
Monitors start dates and related pay step increase dates for new hires and newly promoted personnel; notifies Deputy Chiefs of required reviews. Completes Personnel Action form with appropriate step increase to accompany said review for Human Resources Division.
Tracks paramedic years of service for paramedics and completes Personnel Action form when employee is due to move to the next pay tier.
Assists the Fire Chief in matters pertaining to departmental disciplinary history and actions.
Assists in coordinating department events such as badge pinning ceremonies, annual retiree recognition event, etc.
Gathers information on new legislation and statutory changes and provides such information to the chief officers.
Collaborates regularly with the Deputy Chiefs, keeping each informed of pertinent issues.
Participates in intradepartmental meetings for purposes of problem solving, operations planning, and facilitation of departmental initiatives.
Assists department staff in developing administrative policies and procedures for distribution and supports adherence to same.
Creates guidelines and provides training for department personnel on use of software and other administrative processes.
Collaborates with other City departments on major project implementations.
Performs all other functions as directed by the Fire Chief.
Records Management
Manages personnel duty shift records in Aladtec and Rave, communications systems used for notification of personnel for overtime, special messages, etc.
Updates fire/EMS reporting software with pertinent information on new hires and promoted personnel including creating new user profiles and adjusting permission levels.
Adept at the fire and EMS patient reporting software programs specific to the department and proficient in Microsoft Office Suite programs. Creates statistical reports in said software.
Manages all content on department pages of City's website.
Works with the Fire Chief to track and respond to all community requests for information and open records requests.
Reviews all open records requests made to the department for release of fire and EMS reports. Determines release status based on that allowed by Wisconsin state statutes and HIPAA federal law, specifically relating to juvenile and confidential medical information. Drafts and sends letters with legal reason(s) for denial to all of a report or why specific information has been redacted from the report.
NON-ESSENTIAL FUNCTIONS
Performs related duties as required.
EDUCATION/EXPERIENCE/CERTIFICATIONS
An associate degree in business administration, finance, or a related field, OR an equivalent combination of education and work experience is required. A bachelor's degree is preferred.
Must have excellent attention to detail, organizational, and multi-tasking skills and possess a strong proficiency in Microsoft Excel, PDF Editor, and other applicable software.
Must possess excellent interpersonal skills.
A minimum of two years of experience in payroll processing, including timesheet review and management, is preferred.
SKILLS/ABILITIES
Maintains prompt, predictable, and regular physical attendance.
Must be able to take direction and work well with others.
Must be able to concentrate and perform accurately.
Must be able to react to change productively and handle other tasks as assigned.
Must be able to back-up fellow co-workers.
SUPERVISION/DIRECTION RECEIVED
Fire Chief, Deputy Chiefs
SUPERVISION/DIRECTION EXERCISED
Administrative Associate II (Part-Time) and light-duty personnel assigned to the Administrative Office.
WORK ENVIRONMENT
Work involves sitting, standing, walking, and lifting less than 20 lbs. in a general office setting with a minimal presence of hazards.
The City of Eau Claire is an Equal Opportunity Employer.
CITY OF EAU CLAIRE FRINGE BENEFITS
CONFIDENTIAL EMPLOYEES
(Effective January 1, 2026)
Benefits listed are for full-time employees. Regular part-time employee benefits are prorated based on the budgeted hours of the position except for vacation which is prorated based on the number of hours actually worked. Health Insurance benefits for employee working thirty hours or more per week shall not be prorated.
BENEFITS AVAILABLE IMMEDIATELY UPON EMPLOYMENT
Paid Holidays
New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, day after Thanksgiving, Christmas Eve, and Christmas Day.
Floating Holidays
Three floating holidays to be taken at the employee's discretion with supervisory approval each year, except as noted below. Employees hired January 1 - June 30 are entitled to three floating holidays during the first year of hire. Employees hired July 1 - December 31 are entitled to one and one-half floating holidays during the first year. Employees terminating prior to July 1 are entitled to one and one-half floating holidays. Floating holidays not used within the calendar year will be forfeited.
Sick Leave
One day per month accruable to 120 days.
Wisconsin Retirement System
As required by state law, the City and the employee are each required to contribute into the Wisconsin Retirement System. The total contribution is 14.4% of earnings, with the City and the employee each contributing 7.2%.
Deferred Compensation Plans
Available participation in a 457 retirement savings plan offered by the City. Contributions cannot exceed the annual maximum limit allowed by the IRS.
Roth Plans
Available participation in the Roth 457 and Roth IRA retirement accounts offered by the City. Contributions cannot exceed the annual maximum limit allowed by the IRS.
Supplemental Worker's Compensation Pay
Upon the determination of eligibility, the City shall pay a regular full-time employee who is injured on the job the difference between their regular salary and their worker's compensation payments, as long as the employee is on injury leave, but not to exceed 90 days for the same injury. If an employee receives the full 90 days of injury leave and is still unable to return to work, the City Council may at its' discretion grant an extension of injury leave.
Employee Assistance Program
Available to all employees and their families.
BENEFITS AVAILABLE THE FIRST OF THE MONTH FOLLOWING 30 DAYS OF SUCCESSFUL CITY SERVICE
Life Insurance (Department of Employee Trust Funds)
Available participation in the Basic, Supplemental, Additional, and Spouse and Dependent life insurance program. The employee is responsible for the monthly premium amount. The amount of insurance is dependent upon the annual salary of the employee.
Active Employee Health Insurance
The City pays 85% of the cost of the health insurance premium for an active regular full-time employee.
Dental Insurance
City pays 100% of the monthly premium. Employees working 20 hours per week, or more are eligible.
Vision Insurance
Employee pays 100% of the monthly premium. Employees working 20 hours per week, or more are eligible.
Long-Term Disability Insurance
City pays 50% of the monthly premium. Employees working 30 hours per week, or more are eligible.
Flexible Spending
Optional participation in a health care and/or dependent care Section 125 pre-tax reimbursement account, subject to IRS regulations. Employees working 30 hours per week, or more are eligible.
Additional Ancillary Benefits
Employees working 20 hours per week or more are eligible for short-term disability, voluntary life/accidental death and dismemberment, critical illness, accident and hospital indemnity insurances. Employee pays 100% of the monthly premium.
ADDITIONAL BENEFITS
Educational Assistance & Incentive Pay
City may pay a portion of tuition per the Educational Assistance Program.
If hired prior to and receiving incentive pay on December 31, 2023, employees may be eligible for incentive pay at their rate on said date and according to details of the plan for eligible regular full-time employees.
VACATION SCHEDULE
The standard vacation accrual schedule for an employee working a 40-hour work week schedule is as follows:
Years of Continuous Service
Annual Vacation Accrual
Start of employment up to 1 year of service
80 hours
After 1 year of service
120 hours
After 5 years of service
136 hours
After 9 years of service
160 hours
After 13 years of service
176 hours
After 17 years of service
200 hours
Non-represented regular full-time and regular part-time employees hired on or after January 1, 2023 shall receive 40 hours vacation on their first day of employment, with the number of hours subject to proration based on hours worked and position vacation accrual schedule. If employment is terminated prior to one year of service, the employee will reimburse the City for any used hours on their final pay check.
01
Do you possess a minimum of an associate degree in business administration, finance, or a related field?
02
If you answered "No, however, I possess an equivalent combination of education and work experience" above, please explain.
03
Do you have a minimum of two years of experience in payroll processing, including time sheet review and management?
04
How many years of experience do you have providing direct customer service, including public-facing or internal support roles?
05
How many years of administrative or office support experience do you have (e.g., scheduling, preparing correspondence, supporting executives)?
06
How many years of experience do you have using Foxit, Adobe, or other PDF editing software?
07
How many years of experience do you have with Microsoft Office (Excel, Word, etc.)?
Required Question
Employer Eau Claire, City of (WI)
Department FD-ADMIN Address 203 South Farwell Street
Eau Claire, Wisconsin, 54701
Phone (715) 839-4921
Website www.eauclairewi.gov
| Location | Eau Claire, WI |
| Salary | $30.40–$36.32 Per Hour |
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