Fire Department Administrator Job Description [Updated for 2025]

In an era of increasing safety consciousness, the role of Fire Department Administrators has never been more critical.

As emergency situations become more complex, the demand for competent individuals to manage, develop, and protect our firefighting capabilities grows stronger.

But let’s cut through the smoke: What’s truly expected from a Fire Department Administrator?

Whether you are:

• A job seeker looking to understand the core of this role,
• A hiring manager outlining the perfect candidate,
• Or simply intrigued by the intricate operations of fire department administration,

You’ve arrived at the right spot.

Today, we present a customizable Fire Department Administrator job description template, designed for easy posting on job boards or career sites.

Let’s dive right in.

Fire Department Administrator Duties and Responsibilities

Fire Department Administrators handle administrative tasks for a fire department, ensuring operations run smoothly.

They are often the point of contact for the department and play a crucial role in managing the department’s daily operations, including its budget, personnel, and emergency responses.

Fire Department Administrators have the following duties and responsibilities:

• Oversee the department’s budget, including preparing financial reports and ensuring funds are allocated appropriately
• Plan and schedule training and exercises for firefighters
• Coordinate emergency responses and manage incident reporting
• Manage personnel records, hire new staff, and handle staff scheduling
• Develop and implement department policies and procedures
• Communicate with other departments, agencies, and the public
• Ensure compliance with local, state, and federal laws and regulations
• Maintain records and documentation related to the department’s activities
• Procure and manage equipment and supplies
• Coordinate fire safety inspections and public education programs

 

Fire Department Administrator Job Description Template

Job Brief

We are seeking a dedicated Fire Department Administrator to oversee all administrative operations within our busy fire department.

The Fire Department Administrator is responsible for coordinating department activities, managing budgets, organizing records, and maintaining communication between firefighters and the public.

Our ideal candidate is an exceptional communicator with excellent organizational skills.

Prior experience in emergency services administration would be highly advantageous.

 

Responsibilities

• Managing the administrative operations of the fire department, including budgeting and finance
• Coordinating department activities, including training, community outreach, and emergency response
• Maintaining accurate records of department activities and personnel
• Assisting in the development and implementation of department policies and procedures
• Communicating effectively with firefighters, public officials, and community members
• Preparing reports and presentations for department heads and public officials
• Managing department resources and equipment inventory
• Ensuring compliance with local, state, and federal regulations
• Assisting in recruitment, hiring, and training processes

 

Qualifications

• Proven experience as an administrator, preferably within emergency services
• Excellent written and verbal communication skills
• Strong organizational and leadership skills
• Knowledge of budgeting and financial management
• Ability to work well under pressure and in emergency situations
• Knowledge of local, state, and federal regulations pertaining to fire services
• Proficiency in Microsoft Office and database management
• Bachelor’s degree in Public Administration, Emergency Management, or a related field

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Fire Department Administrator
• Work Environment: Office setting within a busy fire department. Some travel may be required for meetings or training.
• Reporting Structure: Reports to the Fire Chief or other department heads as necessary.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $50,000 minimum to $80,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Fire Department Administrator Do?

Fire Department Administrators play a pivotal role in the coordination and management of fire department operations.

They work closely with fire chiefs, firefighters, and other department personnel to ensure the smooth functioning of the department.

Their duties often include managing daily operations, budgeting, and policy development.

They ensure that the fire department complies with local, state, and federal regulations.

In addition, Fire Department Administrators are often tasked with developing and implementing training programs for firefighters and emergency medical personnel.

This includes maintaining records of all training and certifications, ensuring the department is equipped with up-to-date knowledge and skills.

They may also be responsible for hiring and personnel management, including overseeing schedules, conducting performance evaluations, and addressing any personnel issues that may arise.

Fire Department Administrators also coordinate with other emergency services, law enforcement, and local government officials, often acting as the liaison between the fire department and these entities.

They further manage the acquisition and maintenance of fire fighting equipment and vehicles, ensuring that all are in proper working condition and meet safety standards.

Moreover, they play a crucial role in emergency response planning, conducting risk assessments, and developing strategic response plans to various emergencies.

Finally, a Fire Department Administrator is often involved in community outreach, educating the public about fire safety, and strengthening the relationship between the fire department and the community it serves.

 

Fire Department Administrator Qualifications and Skills

A skilled Fire Department Administrator should possess a broad set of administrative, technical, and interpersonal skills to effectively manage the operations of a fire department, such as:

• Strong organizational skills to manage the department’s schedules, resources, and records systematically and efficiently.
• Excellent communication skills to effectively liaise with the fire department staff, other departments, and the public.
• Technical knowledge of fire safety and prevention protocols, as well as familiarity with the functioning of firefighting equipment.
• Time management skills to ensure timely response in emergencies and efficiently manage the day-to-day activities of the department.
• Leadership and decision-making abilities to lead the team and make critical decisions, especially in crisis situations.
• Problem-solving skills to identify and address challenges that arise in the department’s operations.
• Ability to work under pressure and handle stressful situations, ensuring the safety and efficiency of the department.
• Experience or understanding of budgeting and resource allocation to manage the department’s finances effectively.

 

Fire Department Administrator Experience Requirements

To become a Fire Department Administrator, individuals often need a few years of experience in the firefighting sector.

This experience provides the necessary foundation to understand the practical operations of a fire department.

This could be achieved through roles such as Firefighter, Emergency Medical Technician, or Fire Inspector.

Entry-level applicants might have 1 to 2 years of experience in the firefighting field, often obtained through part-time work or internships within a fire department.

During this time, they would gain firsthand knowledge of firefighting protocols, safety regulations, and emergency response techniques.

Applicants with 3 to 5 years of experience are often preferred, as they may have had the opportunity to refine their skills in emergency management and have typically assumed additional responsibilities such as training new firefighters or performing fire inspections.

Those with more than 5 years of experience, especially in leadership roles like Fire Lieutenant or Fire Captain, are usually considered highly qualified candidates.

This experience often provides a comprehensive understanding of departmental operations, budgeting, human resource management, and strategic planning, which are crucial skills for a Fire Department Administrator.

Many fire departments may also require Fire Department Administrators to have a bachelor’s degree in fire science, public administration, or a related field.

This education, coupled with practical experience, ensures administrators are well-prepared to manage the complexities and challenges of running a fire department.

 

Fire Department Administrator Education and Training Requirements

Fire Department Administrators typically hold a high school diploma or GED equivalent, although an associate’s or bachelor’s degree in fire science, public administration, or a related field is often preferred.

They should possess a background in firefighting, emergency medical services, or law enforcement.

This may be obtained through years of experience or through completion of specific training programs at a fire academy.

Fire Department Administrators are usually required to hold certification as an Emergency Medical Technician (EMT) or paramedic.

Some states may also require them to be certified as firefighters.

Many states require Fire Department Administrators to complete a fire officer certification program, which includes courses in fire service administration, fire prevention methods, and emergency planning.

Certain positions may also require Fire Department Administrators to complete training and certification in hazardous materials management.

Continuing education is important in this field, and many Fire Department Administrators pursue additional courses or certifications in areas such as fire prevention, fire investigation, and emergency management to improve their skills and knowledge.

Promotion to this role often requires experience in lower-level firefighting or emergency response positions, demonstrating both leadership capabilities and a comprehensive understanding of fire department operations.

 

Fire Department Administrator Salary Expectations

The average salary for a Fire Department Administrator is $70,213 (USD) per year.

The actual income can fluctuate based on factors such as years of service, the size of the fire department, and the city or state in which they are located.

 

Fire Department Administrator Job Description FAQs

What skills does a Fire Department Administrator need?

A Fire Department Administrator should have strong administrative skills, organizational abilities, and excellent communication skills.

They should be detail-oriented, proficient in record keeping, and adept at coordinating complex schedules.

Also, a knowledge of fire department operations and safety regulations can be beneficial.

 

Do Fire Department Administrators need a degree?

While a degree is not mandatory, a bachelor’s degree in public administration, emergency management, or a related field can be beneficial.

Experience in administrative roles, especially within public safety or fire departments, can also be crucial for this role.

Some fire departments may require specific certifications or fire academy training.

 

What should you look for in a Fire Department Administrator resume?

Look for a background in administrative work, especially in a public safety or fire department setting.

Experience with scheduling, record keeping, budgeting, and coordinating with various public safety entities is a plus.

Any relevant education, certifications, or training should also be noted.

 

What qualities make a good Fire Department Administrator?

A good Fire Department Administrator is highly organized, reliable, and capable of multitasking in a high-stress environment.

They should have excellent communication skills to liaise between firefighters, other departments, and the public.

They should also be knowledgeable about fire department operations and safety regulations.

 

Is it difficult to hire Fire Department Administrators?

Hiring Fire Department Administrators can be challenging as the job requires a unique blend of administrative skills and understanding of fire department operations.

The ideal candidate should have experience in both areas, which may limit the pool of suitable applicants.

 

Conclusion

And there you have it.

Today, we’ve illuminated the ins and outs of being a Fire Department Administrator.

And guess what?

It’s not just about managing emergencies.

It’s about orchestrating the safety of your community, one decision at a time.

With our indispensable Fire Department Administrator job description template and real-world examples, you’re ready to blaze a trail.

But why limit yourself?

Delve further with our job description generator. It’s your next step to meticulously tailored listings or refining your resume to excellence.

Remember:

Every decision made is a part of a bigger safety net.

Let’s safeguard that future. Together.

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