District Clerk

Fire District Coordinator

Under the general supervision of the Fire Chief and District Commissioners, this position performs a variety of general, technical, and administrative duties to coordinate and expedite the administrative functions of the Fire District. This position is a full-time (40 hours per week) position. Attendance at evening and weekend meetings is sometimes required.

Duties And Responsibilities

• Accurately prepares all payroll and payroll-related records, including gathering and logging time sheets and daily logs.
• Determines applicable FLSA and other special payroll applications, and maintaining.
• Prepare for and attend all Board of Fire Commissioners meetings.
• Responsible for the recording, transcription and distribution of minutes of meetings.
• Keep complete and accurate records of proceedings of each meeting.
• Custodian of all books, records, and papers of the fire district, including financial records for past years, including creating, archiving and scheduling destruction of various records.
• Arrange all annual and special elections as required by law.
• Responsible for various aspects of the annual budget process.
• Prepare and post all notices for posting & publication, including notices of any public meetings and public hearings and assure their compliance with all time frames for all required legal publications.
• Adhere to all fire district policies.
• Maintain confidentiality in all matters.
• Perform various, specially assigned administrative activities as designated by the Fire Chief and Board of Commissioners including facilitating projects, programs, research, or report preparation.
• Serve as the first point of contact for community members and our customers and handle routine inquiries. Promote a positive attitude among department personnel and other contacts.
• Answer telephone, route calls, process messages, schedule appointments, take citizen requests, give out general information and sort and distribute office correspondence.
• Administers employee benefit program information to include health, dental, vision, life, PERSI, Workmens Compensation, Insurance, and other benefits as constituted within the Rock Creek Fire District. Organizes and implements insurance open enrollment : monitors billings, claims issues, and employee eligibility.
• Maintain insurance records for property and vehicles.
• Maintain petty cash fund.
• Prepare necessary documentation and deliver documents as needed for annual financial review and / or audit.
• Issues burn permits when assigned and briefs public on applicable procedures.

Working Conditions, Dress Code, And Physical Demands

Regularly sits at a desk or table; walks, stands or stoops; works for sustained periods of time maintaining concentrated attention to detail. Works with computers and other electronic tools in accomplishing tasks. This position has exposure to stressful situations because of human behavior. Work is often performed under deadlines and time constraints. May occasionally be required to lift or otherwise move objects weighing up to 25 pounds and drive a motor vehicle. This position shall fill out a time sheet that is reviewed by the Fire Chief at the end of every pay period in accordance with District Time Sheet Policy. The Fire Chief shall have the right to change work hours as needed to best suit the District. It is essential this position always be dressed professionally while working for the District. The employee should wear District Apparel or Office Casual type clothing. As this job is a professional job, it is important to dress in a professional manner. Rock Creek Fire District reserves the right to add or change duties at any time.