Administrative Specialist I, Grade N18

Please note: The salary range above represents this position’s earning potential. The anticipated hiring range for this position will be $64,104 to $91,918, based on the candidate’s qualifications and experience. 

WHO WE ARE

The Montgomery County Fire and Rescue Service (MCFRS) Fleet Operations inspects, maintains, and repairs fire and rescue apparatus and ensures compliance with local, state, and federal requirements and regulations. The fleet is comprised of nearly 400 heavy, medium, and light duty vehicles including pumpers, aerials, rescue squads, and ambulances. The department is seeking to fill the position of Administrative Specialist I.  

It is exciting to work for the Fleet Section of Montgomery County Fire and Rescue Service because it directly supports the mission of saving lives by ensuring that emergency apparatus are safe, reliable, and ready to respond at all times. The Fleet Section plays a critical behind-the-scenes role where technical expertise, teamwork, and problem-solving have an immediate impact on frontline operations. Being part of MCFRS Fleet means contributing to a high standard of service, embracing innovation and continuous improvement, and taking pride in knowing that well-maintained equipment helps firefighters and medics serve the community effectively and safely. 

WHO WE ARE LOOKING FOR

The Montgomery County Fire and Rescue Service (MCFRS) is seeking a motivated, detail-oriented professional to join our Fleet Operations and Support section as an Administrative Specialist I team member. This position is ideal for an individual who thrives in a fast-paced, mission-driven environment and takes pride in providing strong administrative and operational support that directly impacts emergency response readiness. 

The successful candidate will provide comprehensive administrative support to MCFRS Fleet through a variety of resource management and tracking programs related to purchasing, invoicing, data management/tracking, and similar areas. 

The primary purpose of this position is to provide administrative support to MCFRS Fleet Operations and Support Division. Duties include a full range of administrative functions in support of resource management and tracking, facility management, financial analysis, processing invoices, working with vendors, establishing work priorities and meeting deadlines. This position is responsible for oversight of the daily and long-term fire rescue fleet operations, including contract and purchase order development, administration, and monitoring. The Administrative Specialist I reports to a Manager III and interacts with mechanics and occasionally uniformed MCFRS personnel. This position requires effective written and verbal communication skills, as well as the ability to attend meetings and perform tasks, as assigned.

• General office practices and procedures. 
• Computer operations and relational database structures and files management and spreadsheet applications. 
• The methods, principles and techniques associated with Internet research methods, data collection and report writing. 
• Contract and subsequent purchase order development, administration, and monitoring.
• Processing invoices for payment
• Processing fire station requests for repairs of station fuel dispensers and scheduling fuel deliveries. 
• Processing Motor Vehicle Administration paperwork such as titling and registration for new vehicles and vehicles MCFRS disposes of. 
• Processing any insurance issues and obtains/deletes insurance for new and old MCFRS vehicles.   

Experience: One (1) year of professional administrative experience, including: 

• Experience in administrative and financial support, including processing invoices, reviewing billing documentation, maintaining records, and ensuring transactions are accurate and properly documented.
• Experience coordinating and monitoring equipment, facilities, or service-related activities, including tracking fire station fuel dispensers, coordinating repairs, maintaining records, and communicating with vendors and internal personnel.
• Experience providing contract administration support, including monitoring contract requirements and performance, maintaining contract documentation, tracking expenditures and deliverables, and communicating with vendors to ensure compliance with established requirements.

Education: Graduation from an accredited college or university with a bachelor’s degree.

Equivalency: An equivalent combination of education and experience may be considered. 

Please note: The selected applicant will be required to successfully complete a background investigation and a medical health review and a drug/alcohol screen prior to appointment. 

All Applicants will be reviewed by the Office of Human Resources (OHR) for minimum qualifications.  Those applicants who meet minimum qualifications will be rated “Qualified,” placed on the Referred List, and may be considered for an interview.   

Preference for interviews will be given to applicants with experience in the following:

• Graduation from an accredited college or university with a bachelor’s degree.
• More than one (1) year of professional administrative experience related to fleet management
• Knowledgeable in insurance administration for fleet of vehicles and equipment
• Knowledgeable in AssetWorks or similar fleet management
• Knowledgeable in Motor Vehicle Administration titling and licensing
• Knowledgeable in processing invoices for payment