Administrative and Financial Services Manager

Come join the City of Appleton! Here at the City, you’ll have the opportunity to grow and enjoy your best life through challenging work, great teams, training opportunities, and making a lasting impact on the community. We welcome and respect all employees as they are. Come join our team—you belong here!

The Appleton Fire Department is searching for an Administrative and Financial Services Manager

to join the team. This is a highly technical and professional position that provides management and leadership in the development and administration of the Appleton Fire Department’s annual operating and capital budgets. Responsible for system administration duties for fire-specific software programs. Monitors all aspects of purchasing. Responsible for grant administration for local, state, and federal grant awards. The work involves supervising, training, and evaluating administrative staff. The incumbent works under the general direction of the Fire Chief while applying independent judgement, discretion, and initiative.

ESSENTIAL JOB FUNCTIONS

• Primarily responsible for the preparation and management of the department’s operating and capital budgets including reporting throughout the year and supporting annual audits
• Maintains and updates the department’s 20-year equipment and funding plan for long-range budget forecasting.
• Perform system administration duties for all fire-specific software programs. Provides software training to all personnel on a variety of programs.  
• Develop end user reports for various programs and program managers and department's reporting needs.  Attend additional training opportunities as needed.
• Serves as the department’s fire incident reporting program manager.  Ensures data exports are successful.  Evaluates results of failed exports and addresses with company officer and/or shift commander to ensure a final successful export of all incidents.
• Contributes as a member of the department’s leadership team to develop the strategic plan.   Attends monthly leadership team meetings.
• Assists in short- and long-term planning and goals and objectives for office operations and the entire organization.
• Tracks detailed overtime expenses by program and category.
• Reviews and approves payroll submissions for all employees.  Ensures compliance with collective bargaining agreement.   Rectifies payroll issues as necessary.
• Responsible for onboarding and offboarding tasks for all employees.
• Supervises administrative staff functions such as assigning work, evaluating performance, and training employees.
• Tracks inventory of personal protective equipment for all personnel and variety of station items and prepares reports for replacement. 
• Develops and maintains department’s SharePoint site and content.
• Responsible for grant administration by receiving, tracking, and monitoring grant revenue and expenses.  Completes compliance reports and closes grants upon completion.
• Serves as liaison with other City departments on administrative and financial matters.   Interacts and communicates regularly with other City staff to ensure coordination with fire department facilities and personnel.  
• Ensures compliance with purchasing policies and procedures, oversees departmental travel reports, monitors and approves procurement card activity, and issues purchase orders.
• Plans all aspects of special events such as promotional ceremonies, recruit graduation, retiree gatherings, etc.
• Maintains regular punctual and predictable attendance, work overtime and extra hours as required.

OTHER JOB FUNCTIONS

• Acts as backup to the Deputy Chief working with Facilities Management coordinating maintenance and repairs in fire stations. 
• Develops and implements administrative policies and guidelines.
• Prepares and coordinates special projects and reports. 
• Approves and tracks invoices and receipts and verifies accuracy.
• Participates in various city committees and work groups.
• Assist with the development of the department's annual report.

Work Requirements
Associate degree in Business Administration, Management Information, Project Management, Finance, Organizational Administration, Accounting, or related field, five years professional, responsible experience in accounting and budgeting. or equivalent combination of experience and training which provides the following knowledge abilities, and skills:

• Considerable knowledge of the principles of accounting, budget and finance in local government.
• Knowledge of inventory and purchasing practices and procedures.
• Knowledge of Department and City policies, rules and regulations.
• Ability to develop and encourage employee professional and personal growth.
• Ability to manage multiple projects simultaneously.
• Ability to compile and analyze financial data and prepare appropriate reports.
• Ability to supervise staff and respond to questions, and problems in a timely manner.
• Ability to communicate effectively both orally and in writing with personnel at various levels, both within and outside the organization.
• Ability to establish and maintain effective working relationships.
• Ability to troubleshoot, test, correct and maintain a variety of fire service systems.
• Ability to compile and maintain financial records and accounts.
• Ability to assist in the daily management of the department’s budget.

COMPETENCIES
 Communication
 Staff Development (mentoring)
 Motivate
 Problem Solving
 Adaptability/Flexibility
 To learn more about these competencies click here