About the position
The Administrative Director, under the direction of the Fire Chief, is responsible for the effective and efficient management of various administrative functions within the Spokane County Fire Protection District 10. This role encompasses finance, accounts payable, payroll, records management, administrative support, human resources, and contract administration. The Administrative Director is expected to exercise a high degree of professionalism, confidentiality, discretion, and independent judgment in all tasks. Additionally, this position includes the responsibilities of the District Secretary, which involves providing confidential staff and administrative support to the Fire Chief. Key duties include processing payroll-related earnings, deductions, and district expenses, ensuring accuracy and compliance with District policies and procedures. The Administrative Director will also manage employee deductions, employer-paid benefits, and paychecks, while maintaining organized records for retention. This role requires preparing payroll, timekeeping, and vendor-related reports, as well as coordinating with the Spokane County Treasurer's Office and Auditor's Office for fund transfers and warrant certifications. The Administrative Director is responsible for all local, state, and federal reporting related to hours worked and wages earned, including processing quarterly payroll reports and annual W-2s. This position also involves administering and supervising contract administration, developing insurance and benefit programs, and preparing the District's expense and revenue plans in collaboration with the Fire Chief. The role requires effective budget and finance management, including debt services, fiscal planning, and compliance with Washington State law. In addition to financial responsibilities, the Administrative Director will maintain effective records management, serve as the Public Records Officer, and act as the custodian of the advance travel expense fund. The position also includes assisting in purchasing and maintaining inventory of fixed and non-fixed assets, as well as participating in county, regional, and state associations and meetings as authorized by the Fire Chief. The Administrative Director must possess strong interpersonal skills, the ability to work independently, and a high aptitude for using current MS Office software, particularly Word and Excel.
Responsibilities
- Manage finance, accounts payable, payroll, records management, administrative support, human resources, and contract administration.
- Process payroll-related earnings, deductions, and district expenses, ensuring accuracy and compliance.
- Maintain organized records for retention and easy access.
- Prepare payroll, timekeeping, and vendor-related reports as directed.
- Coordinate fund transfers and warrant certifications with the Spokane County Treasurer's Office and Auditor's Office.
- Administer and supervise contract administration, including insurance and benefit programs.
- Prepare the District's expense and revenue plans in cooperation with the Fire Chief.
- Manage budget and finance, including debt services and fiscal planning.
- Ensure compliance with federal and state reporting and audit requirements.
- Serve as the District's primary contact during audits and manage records retention.
Requirements
- Bachelor's Degree in Public or Business Administration.
- Minimum of five years' experience in a similar position or equivalent combination of education and experience.
- Valid Washington State driver's license.
- Ability to type at least 50 words per minute with an acceptable margin of error.
- Ability to work a minimum of 40 hours per week.
- Pass a credit history check and criminal background check.
- Good health and physical condition to perform job requirements.
Nice-to-haves
- Experience in grant management (1 year preferred).
Benefits
- Dental insurance
- Employee assistance program
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
