FIRE ADMINISTRATIVE SERVICE MANAGER

41010

                                                                                                                                                    (Competitive)

DISTINGUISHING FEATURES OF THE CLASS

The work involves responsibility for performing a variety of complex, administrative and technical duties to assist the Chief of Fire in the efficient and effective operation of personnel matters within the department.  The work entails responsibility for the Fire Department's personnel matters, budget administration and for the coordination and oversight of applicable personnel administrative programs.  The position will ensure legal compliance and implementation of the organization's mission and talent strategy.  Supervision is exercised over non-sworn support staff.  Some leeway is allowed for the exercise of independent judgement in implementing and carrying out various plans and programs.  Incumbents may be required to successfully pass a background check.  Does related work as required.

TYPICAL WORK ACTIVITIES

• Supervises preparation, processing, and maintenance of departmental personnel records, payrolls, Equal Employment documentation and related reports.
• Assists in the hiring process for sworn personnel, including retirement, interview coordination, background checks and Fire Academy placement.
• Coordinates with Onondaga County Department of Personnel, Civil Service division, regarding hiring, examinations, and appointments.
• Serves as liaison with New York State Retirement System and oversees retirement processing for sworn personnel.
• Monitors and ensures compliance with Federal, State and local employment laws and departmental policies.
• Prepares and manages special reports, correspondence, policies, procedure manuals, and departmental projects.
• Confers with the Fire Chief, other city departments, and civil service representatives to resolve personnel matters.
• Supervises clerical and support staff to ensure workflow efficiency and timely completion of tasks.
• Provides confidential administrative support to the Chief of Fire.
• In coordination with the Department Safety Officer, administers medical billing for 207-a.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

     Thorough knowledge of the principles and practices of public administration and collective bargaining agreements, including wages and salaries, employee benefits, performance appraisals and morale.

     Thorough knowledge of employment-related laws and regulations.

     Good knowledge of the principles and practices of personnel administration and interviewing techniques.

     Good knowledge of the principles and practices of supervision, coaching and counseling employees.

     Good knowledge of best practices and principles of supervision for sworn and non-sworn professionals.

     Good knowledge of City, State and Federal legislation as it affects public administration.

     Good knowledge of General Municipal Law 207-a.

     Good knowledge of the principles and practices of budget preparation and administration.

     Ability to supervise and effectively manage and coordinate the work flow of a small staff within the Division, including sworn and non-sworn personnel.

     Ability to express oneself clearly and concisely, both verbally and in writing.

     Ability to compose, maintain and interpret a variety of written material.

     Ability to deal effectively with technical personnel, government officials, elected officials and the public on all matters related to the Department's responsibility.

     Proficiency with Microsoft Office Suite or related software.

     Proficiency with the organization's HRIS and talent management systems.

MINIMUM QUALIFICATIONS

1. Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with a Bachelor's degree in business administration, public administration, human resources or a closely related field and four (4) years of professional-level work experience, or its part-time equivalent, in personnel administration, business administration or public administration; or,
2. Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with an Associate's degree in business administration, public administration, human resources or a closely related field and six (6) years of professional-level work experience, or its part-time equivalent, in personnel administration, business administration or public administration; or
3. Graduation from high school, or possession of a high school equivalency diploma, and eight (8) years of administrative or office management experience, two (2) years of which must have included professional level work experience, or its part-time equivalent, in personnel administration, business administration, public administration including supervision of clerical or administrative staff, compliance tracking or handling confidential personnel matters.

6/2026 Date of Original Composition