Executive Administrative Coordinator - Fire Rescue

Executive Administrative Coordinator - Fire Rescue

Salary

$65,172.02 - $94,400.00 Annually

Location

1441 FAU Research Park Blvd, Deerfield Beach, FL 33441, USA, FL

Job Type

Full-Time

Job Number

01272

Department

Office of Public Safety

Division

Fire Rescue

Opening Date

06/17/2026

Closing Date

6/24/2026 5:00 PM Eastern

• Description
• Benefits
• Questions

Summary Objective

The purpose of this position is to provide high level of skilled administrative support for the Fire Rescue Department. This position handles sensitive, highly confidential, and delicate public relations situations.

This class works under general supervision, independently developing work methods and sequences.

Essential Functions

ESSENTIAL FUNCTIONS

The essential functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

• Serves as the primary liaison for the Fire Rescue Department.
• Works closely with elected officials and the City Manager's Office.
• Responds to residents' concerns and/or questions via telephone, email, or other means in a tactful manner on behalf of the fire chief.
• Answers department telephone; provides assistance, requests documents and information; refers callers to other staff members as appropriate; and take messages.
• Provides direct clerical support for the Fire chief and a broad spectrum of administrative support to the Fire department.
• Schedules appointments and maintains calendars for the Fire Chief and other fire department personnel as needed.
• Plans and arranges conferences; makes travel arrangements, including submitting travel approvals and reconciling travel expenditures in accordance with City policy.
• Composes, edits, and types non-routine and routine letters, memoranda, press releases, weekly reports, and proclamations -- in conformance with City policies, independently, from brief instructions, and with accuracy and completeness.
• Copies and collates documents for various meetings; reserves rooms and facilities for meetings; assists with meeting set-up arrangements.
• Prepares varied and complex department documents, records, reports, and forms requiring knowledge of programs, policies and procedures.
• Performs research necessary to complete necessary tasks. Gather data and prepare documents for presentations.
• Assist in the preparation of the bi-weekly payroll and maintenance of attendance records.
• Prepares various departmental reports and assist in the preparation of the department's annual budget submission process.
• Schedules and prepares agenda items for City Commission meetings.
• Understands and practices a high level of confidentiality and discretion. Assignments involve a broad scope of responsibility and considerable complexity and sensitivity.
• Serves as the department liaison for the implementation of new software or systems.
• Will serve as notary public for the department.
• Attend City meetings and activities on behalf of the department.
• Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

Typical Qualifications

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:

• Bachelor's Degree in Business or Public Administration or related discipline.
• Four (4) years of executive or administrative support experience in a public safety or law enforcement environment; or an equivalent combination of education, training and experience.
• Must possess and maintain a valid state driver's license with an acceptable driving history.
• State of Florida Notary Public or ability to obtain within 6-month probationary period

Knowledge, Skills and Abilities, Work Environment and Work Hours

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of general office functions, procedures and equipment including filing and basic accounting; proficient in Microsoft Office Suite.
• Knowledge of functions and organization of municipal government.
• Knowledge of the functions and operations of inter-relating departments, divisions, and external agencies.
• Knowledge of business English, spelling and composition; with ability to type accurately and at a reasonable speed.
• Skill in prioritizing work assignments to meet deadlines; sometimes under pressure.
• Skill in using discretion and judgement in the possession of confidential information.
• Skill in preparing clear and concise written reports, letters, memorandums, and emails with accuracy.
• Ability to review written correspondence for clarity, accuracy, completeness and for grammatical and punctuation errors.
• Ability to maintain multiple schedules simultaneously.
• Ability to work independently on complex and confidential administrative tasks.
• Ability to communicate and deal effectively with the public, City officials, and other City employees.
• Ability to work in a fast pace environment with competing priorities.
• Knowledge of executive protocol and appropriate etiquette in conducting activities with elected officials and other officials.
• Must have the ability to work with all levels of management, with excellent team building skills and the ability to get things done through others without direct authority.
• Ability to build and maintain relationships with internal and external customers/vendors.

PHYSICAL DEMANDS:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

• Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

WORK ENVIRONMENT:

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

• None.

WORK HOURS

Monday - Friday 8am- 5pm (May be required to work nights, weekends and holidays to meet the business needs of the City.)

AMERICANS WITH DISABILITIES ACT COMPLIANCE

The City of Deerfield Beach is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

ESSENTIAL SAFETY FUNCTIONS

It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses.

Every manager/supervisor is responsible for enforcing all safety rules and regulations. In addition, they are responsible for ensuring that a safe work environment is maintained, safe work practices are followed and employees are properly trained.

EMERGENCY MANAGEMENT RESPONSIBILITIES

Note: During emergency conditions, all City employees are automatically considered emergency service workers. City employees are subject to being called to work in the event of a disaster, such as hurricane, or other emergency situations and are expected to perform emergency service duties as assigned.

The City of Deerfield Beach values the service veterans and their family members have given to our country and supports the hiring of returning service members and military spouses.

CITY OF DEERFIELD BEACH 2026 BENEFITS SUMMARY

HOLIDAY LEAVE

Twelve (12) days shall be the days observed by all City employees as holidays and the one (1) personal leave day shall be taken at the employee's discretion with permission of the Department Director or their designee (once each calendar year)

New Years DayLabor DayMartin Luther King Jr. DayVeterans DayPresidents DayThanksgiving DayMemorial DayDay Following Thanksgiving DayJuneteenthChristmasIndependence Day Day preceding or following Christmas Day as designated by the City Manager

VACATION LEAVE

Employees start to accrue vacation leave effective at the start of the first full month of employment based on the following schedule:

Service TimeLeave Accumulated Annually HoursMaximum Accrual Hours0 - 48 months96 hours per year19249 - 108 months112 hours per year224109 - 168 months136 hours per year272169 months and over 176 hours per year352

SICK LEAVE

Employees start to accrue sick leave effective at the start of the first full month of employment. Employees sick days shall be credited at the rate of eight (8) hours or one (1) working day for each month of completed service.

RETIREMENT PLAN

The City provides a defined contribution plan under Section 401(a) of the U.S. Internal Revenue Code. The City contributes eight percent (8%) of your salary as an employee, and you as an employee contribute four percent (4%) of your salary. The City has a 5-year Vesting Schedule. Vesting refers to your ownership of the money in your account. Based on your period of service completed you are gradually vested in your employer contributions: 20% in 1 year, 40% in 2 years, 60% in 3 years, 80% in 4 years and 100% upon the completion of 5 years of service.

Employees may also make voluntary contributions to a 457 Deferred Compensation Plan, up to the annual limit as defined by the IRS.

EDUCATIONAL REIMBURSEMENT PROGRAM

Full-time employees are eligible to receive educational reimbursement for undergraduate and graduate coursework according to the following criteria and schedule of benefits. Employees who have completed their one (1) year of employment are eligible to participate in the Educational Reimbursement Program. With approval of the course(s) and subject to availability of funds, employees may be eligible for reimbursement (other than Masters Degree program courses) of 100% for a grade of A, 90% for a grade of B, and 75% for a grade of C. The City will provide reimbursement up to a maximum of $5,250.00 per tax (calendar) year based on current federal taxation requirements and limits, or as may be modified in future years. Per IRS regulations, tax-free benefits under an education assistance program are limited to $5,250 per employee, per year.

ANNUAL EVALUATIONS

An annual evaluation will be given on the anniversary date of employment. Annual evaluations are eligible for merit increases to commensurate with the City's pay for performance policy of up to 3%.

DISCOUNT PROGRAMS

The City offers a variety of discount programs. The following are some areas for available discounts: Tickets at Work, Government Car Rental, Tri-Rail EDP Discount., and etc.

WELLNESS PROGRAMS

Employees on the Citys medical plan may participate in the City's Wellness Program to help offset the cost of their medical premiums. For new hires, points toward the Wellness Program can be accumulated starting from your date of hire through the last day of the year. Existing employees may begin participating in the program at any time. Please note, points will only be tallied on a calendar-year basis.

EMPLOYEE BENEFITS HIGHLIGHTS

The City of Deerfield Beach provides group insurance benefits to eligible employees. The Employee Benefit Highlights Booklet provides a general summary of the benefit options as a convenient reference.

2026 Employee Benefits Highlights

Please note, the benefits listed above are subject to change. Full descriptions of each benefit listed may be found in the Employee Benefits Highlight Booklet, Employee Personnel Rules and Regulations, applicable Collective Bargaining Agreement, or by contacting Human Resources and Risk Management at 954-250-4107 or web.hr@deerfieldbeach.com

01

Which of the following best describes your highest level of education?

• Less than High School
• High School Diploma or Equivalent
• Some College
• Associates Degree/Trade School/Certification
• Bachelors Degree
• Masters Degree or higher

02

What is/was your major field of study? (Associates degree or above)? If none, enter N/A.

03

This position requires a minimum of four (4) years of executive or administrative support experience in a public safety or law enforcement environment or an equivalent combination of education and experience. Which of the following best describes your experience as indicated above? Your response must be validated by the information provided in the WORK EXPERIENCE section of your application and will be verified by Human Resources if selected.

• Less than 1 year
• More than 1 year but less than 2 years
• More than 2 years but less than 3
• More than 3 years but less than 4
• 4 years or more

04

Do you possess State of Florida Notary Public or ability to obtain within 6-month probationary period?

• Currently possess State of Florida Notary Public
• Do not currently possess State of Florida Notary Public but have the ability to obtain within 6-month probationary period
• None of the above

05

Do you have possession of a valid Florida drivers license with an acceptable driving history? (must remain valid throughout employment)

• Yes
• No

06

Has your drivers license ever been suspended, cancelled or revoked for any reason in the past 7 years?

• Yes
• No

07

Have you previously applied to this or any other position with the City of Deerfield Beach?

• Yes
• No

08

If yes, please state the position(s) and dates applied.

09

Where did you hear about this job opportunity?

• Governmentjobs.com
• LinkedIn
• Social Media
• Deerfield-beach.com
• Word of Mouth
• Other

Required Question

Employer City of Deerfield Beach

Address 150 NE 2nd Avenue

Deerfield Beach, Florida, 33441

Website http://www.deerfield-beach.com