The Town of Salem Fire Department is seeking an experienced and highly organized Administration Coordinator to provide executive-level administrative support in a fast-paced, confidential environment. This position serves as a trusted resource to the Fire Chief and Senior Command Staff and plays an important role in labor relations, workers' compensation, payroll, financial administration, records management, and public service.
FLSA: Non-Exempt
Accountability: Reports directly to and is accountable to the Fire Chief.
Affiliation: Non-Affiliated
What You'll Do:
(This list is illustrative and not all-inclusive. Please refer to the full job description below for complete details.)
- Provide confidential administrative support to the Fire Chief and Senior Command Staff, including correspondence, schedules, meetings, reports, permits, bid packets, calendars, training registrations, and travel arrangements.
- Prepare, organize, and safeguard sensitive labor and employee relations records involving collective bargaining, grievances, discipline, internal investigations, and personnel matters.
- Coordinate the Department's workers' compensation process, including claim intake, injury reporting, documentation, status tracking, and return-to-work compliance.
- Review and submit payroll and timekeeping records; resolve discrepancies; assist employees with timekeeping systems; and maintain related leave, benefit, certification, holiday, and longevity records.
- Process and reconcile accounts receivable, accounts payable, deposits, purchase requisitions, invoices, and billing for ambulance services and outside details; assist with budget preparation.
- Prepare and reconcile grants, maintain required records and reports, manage public postings and website updates, and support Department ceremonies and events.
- Serve as a professional point of contact for employees, residents, municipal departments, outside agencies, insurers, attorneys, the media, and the public.
- May supervise clerical staff
Requirements:
- Bachelor's degree in a business-related field preferred, or an associate degree with commensurate relevant experience.
- At least five years of progressively responsible administrative experience involving office administration and substantial public contact.
- Strong proficiency with Microsoft Word, Excel, PowerPoint, electronic records management, and related office systems.
- Working knowledge of basic budgeting and accounting principles; time and attendance reporting experience is desirable.
- Demonstrated ability to exercise sound judgment, work independently, manage competing priorities, solve problems, and maintain strict confidentiality.
- Excellent organizational, written communication, interpersonal, and customer-service skills; municipal or fire and emergency services experience is preferred.
For full details of requirements and other considerations, please see the full job description.
What We Offer:
Benefits are provided by the Town and described in the Non-Affiliated Employees Benefit Guide, and including the following:
- Annual paid time off - Up to 30 days of PTO (monthly accrual of 18.75 hours); 12 holidays and 2 ½ days (Christmas Eve and New Year's Eve).
- Health, and Vision Insurance HSA with 91% Employer contribution to premiums
- Dental Insurance
- New Hampshire Retirement System - Defined benefit pension plan
- STD, LTD, and Life Insurance
If you already have qualifying insurance, the Town will pay the employee $5,000 annually to waive coverage.
The Town of Salem is an equal opportunity employer.
Application Instructions:
Interested candidates must complete a Town of Salem Employment Application and submit a resume and cover letter. Applications will be held in confidence. Candidates will be rated based on education, assessment, training, and experience related to the job requirements. Please provide complete and accurate educational and employment information. Pre-employment testing includes educational and criminal background checks.
Closing Date: Open until filled.