Find & Apply For Office Manager Jobs in Big Flats, New York

BIG FLATS FIRE COMPANY, INC.

Employment Opportunity:

Fire House Office Administrator Fire House Office Administrator (Part-Time) This is not a traditional receptionist or phone answering role... The Big Flats Fire Company is seeking a highly motivated, organized, and self-driven professional to serve as our Fire House Office Administrator. This newly established position has been created to support the growing administrative, operational, and organizational needs of both the Big Flats Fire Company and, through service agreement with The Big Flats Fire District #1. The Fire House Office Administrator (FHOA) will serve as a key organizational resource responsible for supporting the Board of Fire Commissioners, maintaining critical records, assisting with driver program administration, overseeing document retention and digital transformation initiatives, while supporting compliance efforts, and helping drive accountability across the organization. The successful candidate will become an integral part of the Company's long-term strategy to modernize operations, improve recordkeeping, strengthen volunteer recruitment and retention efforts, and ensure continuity of operations for future generations of firefighters and community leaders. This individual will work closely with the Board of Fire Commissioners, Driver Committee, Company Officers, Company Treasurer, District Treasurer, and other department leaders while maintaining a professional, collaborative, and impartial approach.

Schedule and Compensation Status:

Part-Time Hours:

20 hours per week, Monday through Friday, approximately 4 hours per day (Flexibility here as well)

Schedule:

Flexible, based on the operational needs of the Company and District; additional hours may be required periodically for special projects, meetings, or organizational initiatives

Compensation:

$16.00 to $22.00 per hour, based on qualifications and experience Growth Opportunity This is a newly created position with significant opportunity for growth. The successful candidate will have the ability to shape the role and demonstrate value to the organization. As the Fire Company and Fire District continue to evolve, additional responsibilities and advancement opportunities may become available. The Company believes there is sufficient work and opportunity for the right individual to make a measurable impact while helping build a stronger, more efficient organization for years to come. Essential Duties and Responsibilities Commissioners Support Serve as a primary administrative resource to the Board of Fire Commissioners. Assist Commissioners with project tracking, organizational initiatives, policy implementation, and administrative matters. Prepare correspondence, reports, meeting agendas, supporting documentation, and presentations. Track assignments, action items, and organizational priorities. Support governance activities, administrative oversight, and long-term planning efforts. Driver Program Support and Administration Provide administrative support to the Driver Program and Driver Committee. Maintain driver qualification files and supporting documentation. Track driver certifications, annual requirements, evaluations, and compliance records. Assist with scheduling driver training activities and maintaining training records. Provide status updates and reports regarding driver qualification compliance. Records Management and Digital Transformation Manage and maintain Fire Company and Fire District records. Lead efforts to convert historical paper records into secure, organized digital archives. Establish and maintain filing systems, document retention processes, and electronic databases. Preserve institutional knowledge and ensure records remain accessible, organized, and compliant with applicable requirements. Fire District Administrative Support (Provided as part of the service agreement between the Company and the District) Maintain organization of apparatus, equipment, facility, and maintenance records. Manage inventory and asset tracking. Support purchasing, vendor coordination, and vendor relationship management. Assist with Request for Proposal (RFP) preparation and administration. Assist with Freedom of Information Law (FOIL) requests and document retrieval. Support District projects, special initiatives, and day-to-day operational matters for the Board of Fire Commissioners. Financial and Administrative Support Work collaboratively with the Fire Company Treasurer and Fire District Treasurer. Provide administrative assistance related to payroll documentation, financial records, and organizational reporting. Assist with preparation and organization of supporting documentation for financial activities. Maintain confidential personnel and administrative records. Support annual reporting and recordkeeping requirements. Volunteer Recruitment and Community Engagement Assist in developing and maintaining the department's social media presence. Support recruitment initiatives targeted at attracting younger volunteers. Assist with community outreach campaigns, events, and public education initiatives. Develop content and communication strategies that promote the mission and value of the Fire Company and Fire District. Support volunteer retention efforts through organizational communication and engagement programs. Organizational Accountability and Project Management Track assignments, documentation requirements, training deadlines, and administrative obligations. Follow up with individuals and committees regarding outstanding items. Assist in driving projects to completion while maintaining professional relationships throughout the organization. Document progress, track deliverables, and communicate issues to leadership. Assist leadership in identifying opportunities for operational improvement and increased efficiency. Minimum Qualifications High School Diploma or GED. Strong computer skills, including proficiency in Microsoft Office Suite. Strong organizational, communication, and administrative abilities. Ability to maintain confidentiality and professionalism. Ability to work independently and manage multiple priorities. Preferred Qualifications Experience in administration, records management, government, nonprofit, public safety, emergency services, or a related field. Working knowledge of fire service operations, emergency medical services, volunteer organizations, or municipal government. Experience with inventory management, purchasing, asset tracking, compliance documentation, records retention, or project coordination. Experience working with governing boards, committees, elected officials, or volunteer organizations. Experience managing digital records and document management systems. Desired Characteristics The ideal candidate will: Understand the culture and operational realities of a volunteer fire department. Be comfortable interacting with firefighters, officers, commissioners, vendors, and community stakeholders. Possess strong organizational and leadership skills. Demonstrate initiative and the ability to work with minimal supervision. Be comfortable following up with individuals to ensure assignments and commitments are completed. Maintain professionalism when addressing difficult situations or organizational challenges. Be committed to continuous improvement and modernization of organizational processes. Have the confidence to work alongside experienced emergency service personnel while maintaining accountability and professional standards . Reporting Structure The Office Administrator will work closely with the Driver Committee and provide administrative support to the Board of Fire Commissioners, Fire Company Officers, Fire Company Treasurer, Fire District Treasurer, and other organizational leaders as required. The Office Administrator and Driver Program Supervisor shall operate as complementary resources supporting the mission, goals, and accountability standards established by the Driver Committee and organizational leadership. Equal Opportunity Statement The Big Flats Fire Company is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, or any other protected classification under applicable law. •Important Note•This is not a receptionist position. The Office Administrator serves as a critical organizational resource focused on operational readiness, accountability, record management, modernization, governance support, volunteer engagement, and long-term organizational success. The successful candidate will play a significant role in helping both the Big Flats Fire Company and Big Flats Fire District #1 operate more efficiently, effectively, and professionally while supporting the volunteers who serve our community.

Pay:

$16.00 - $22.00 per hour

Benefits:

401(k) 401(k) matching Health insurance Paid time off Parental leave Retirement plan

Location:

Big Flats, NY 14814 (Preferred)

Work Location:

In person