Fire Administrative Secretary

Nature of Work
 

The Bellingham Fire Department is seeking a detail-oriented, proactive Administrative Secretary to provide essential support to our mission-driven team. In this dynamic role, you’ll handle complex administrative tasks—from payroll and timekeeping to recruitment support and confidential records management—helping ensure the smooth and efficient operation of the department. You’ll thrive here if you’re highly organized, accuracy-focused, and committed to supporting a team dedicated to public safety and exceptional service. If you’re ready to make a meaningful impact in a fast-paced environment, we encourage you to apply and join our team!

The Fire Administrative Secretary performs a variety of secretarial and complex administrative duties to support the Fire Department. Requires knowledge of City and Fire Department policies and procedures. Uses independent judgment to complete assignments for division staff. Serves as primary time administrator for the department. Handles a variety of general and confidential inquiries from citizens and employees and assists in coordinating responses. Maintains a variety of computerized and hard copy records. In accordance with department policies and procedures, gathers and processes data and generates related reports as requested. Assists with disaster mitigation processes when requested. 

SALARY AND BENEFITS:

This position will start at Step 1 ($33.59/hour). Employees receive step increases annually in accordance with the Guild of Pacific Northwest Employees, Local 1937 Collective Bargaining Agreement and City policy. The full hourly range for this position is $33.59 - $43.83. For internal candidates, placement within the range is based on City Pay Placement Procedures. 

At the City of Bellingham, we offer a comprehensive benefits package that helps you thrive in both your career and personal life. Join our team and enjoy the peace of mind knowing that you and your loved ones are well cared for. Here’s a closer look at the outstanding benefits that come with being part of our team. You can find more details on our employment benefits page and labor agreements page.

• 10 hours of vacation leave per month, with increased accrual over time
• 12 paid holidays + 1 floating holiday per year
• 8 hours sick leave accrued monthly
• Medical, dental, and vision insurance for employees and their families
• Life insurance and long-term disability coverage
• Flexible spending accounts and medical insurance opt-out program
• Access to an Employee Assistance Program (EAP)
• Washington State Retirement plan (DRS) for retirement security
• Optional 457 deferred compensation (Retirement Savings Plan) with employer match

 Leave accruals are based on 1.0 FTE, accruals are pro-rated if part-time and require employees to be in paid status at least 120 hours/month.

Closing Date/Time: Fri. 3/20/2026 4:30 PM Pacific Time 

ESSENTIAL FUNCTIONS OF THE JOB:

1. Serves as primary time administrator for the Fire Department with responsibility for conducting all department-based payroll activities. Activities include annual operational schedule entry and maintenance in City HRIS system; bi-monthly time sheet data entry; preparation and submittal of payroll corrections; and, accurate coding and tracking of employee leaves, specialty premiums, position control, vacation balances, overtime coding and employee approvals. Submits payroll appointments for new hires, separations, transfers/promotions, shift changes, assignments, and premium changes. Maintains compensatory time records and reconciles annual vacation usage.
2. Serves as the District secretary for monthly commissioner meetings. Prepares agendas and supporting materials, takes and transcribes meeting minutes. Prepares and distributes final minutes and reports and conducts follow-up assignments. Prepares public notices of meetings as necessary.
3. Maintains a variety of departmental information and records by publishing and updating notices and content on internal and external websites, and by establishing, organizing, and updating digital and electronic records. Prepares records and records retention schedules, arranges transmittal of records to Records Center for storage and/or destruction or arranges retrieval of materials as directed.
4. Provides administrative and logistical support for Fire Department recruitment, interviews and new employee onboarding. Submits vacancy fill requests and works with Human Resources to draft offer letters. Coordinates and tracks paperwork and status of pre-employment requirements, conducting follow-up as needed. Ensures department onboarding processes are followed in a timely manner. Provides administrative coordination with Information Technology Service Department for staff access to City telephone and computer.
5. Provides administrative support to division personnel: composes and types, using a personal computer or typewriter, routine correspondence; prepares meeting agendas, attends meetings, prepares minutes from a variety of sources (handwritten notes, tapes, etc.), distributes meeting materials as appropriate. Maintains computerized master calendars and generates periodic schedules for administrative review. Using appropriate software, creates department forms as assigned.
6. Maintains and disseminates information to appropriate individuals and agencies. Enters report data into computerized systems to maintain accurate and current records; generates various reports as directed. Assembles and compiles information for statistical reviews and required reports. Prepares and mails reports and related correspondence according to established procedures and schedule. Maintains tickler system of required reports submitted by department officers and staff. Reviews submitted reports for compliance with reporting requirements and standards. Notifies appropriate supervisors of deficiencies in reports.
7. Serves as lead to the Fire Department Office Assistant. Organizes, assigns and monitors work; provides training, technical guidance and feedback. Provides feedback on employee performance to supervisor.

ADDITIONAL WORK PERFORMED:

1. Provides back-up reception for phones and walk-in customers.
2. Provides back-up for distribution of controlled drugs. 
3. Performs other related duties within the scope of the classification.

WORKING ENVIRONMENT:

Work is performed in a busy office setting at a computer workstation with long periods of sitting or standing. Environment includes a normal range of noise and other distractions with low everyday risks working around standard office equipment. Occasional weekend and evening work may be required due to attendance at various board and/or committee meetings or to meet payroll deadlines. 

Physical ability to perform the essential functions of the job including:

• Frequently operating a computer and read a computer screen or typewritten page;
• Frequently communicate verbally;
• Move between work sites;
• Occasionally transport objects up to twenty-five (25) pounds. 

Experience and Training

• Three (3) years recent administrative experience including public reception in a busy office environment; technical or business school training in office occupations may substitute year-for-year for experience requirement, up to a 2-year maximum.
• Post-secondary vocational or college training preferred.
• Municipal or other government experience preferred.
• Proficient in the use of computerized information systems: word processing, spreadsheets, computerized record keeping and file management applications including Microsoft Office required.
• Keyboarding at 60 WPM NET required.
   

Necessary Special Requirements

• Employment is contingent upon passing a criminal background check (See Fair Hiring Practices).
• Ability to work evenings occasionally due to attendance at various board and/or committee meetings.
• Verification of ability to work in the United States by date of hire. 

Selection Process

**You are encouraged to print a copy of this job announcement for your reference as the process moves along**

 
Please ensure your application is complete and all required information has been provided. Standard completeness means all application fields (contact information, personal information, education, work experience, references, and supplemental questions). Application materials should comprehensively document your experience and skills related to the position responsibilities and experience/training requirements. As part of the City’s commitment to reducing bias in the hiring process, Human Resources redacts personally identifiable information for reviewers. Only the documents listed as required will be reviewed.

Application Review Process:

1. Minimum Qualifications: Applicants must provide specific, detailed information so an initial determination can be made regarding your level of qualifications for this position. Applicant status will be updated on or around March 25, 2026. 
2. Experience and Training Rating: Applicants that meet minimum qualifications will go through an Experience and Training Rating.  Applicant status will be updated on or around April 2, 2026.  
3. The top ten (10) scoring applicants from the Experience and Training Rating will be invited to participate in an Oral Board Interview, tentatively scheduled for April 14, 2026.  Applicants must have a passing score of 60% or higher to be placed on the eligibility register.
4. Applicants will be notified via email of Final Scores & Ranks. The final ranking of the register will be based on total scores for the following Experience and Training Rating (40%) and Oral Board Interview (60%).

Final candidates will be referred to the department for additional examination, assessment, or test.

This recruitment process will create a Civil Service eligibility register that will be used to fill current and future vacancies as they become available. There is currently 1 full-time vacancy at the Bellingham Fire Department. This position is represented by a union.  

If you wish to claim Veterans’ Preference Points, please complete the Veterans Scoring Criteria Declaration Form (Download PDF reader) and upload it to your application with your DD214. 

Please Note: Candidates will receive updates regarding application status via email. Please be sure to check your email frequently, including your spam folders for messages filtered by your email providers.

Equal Opportunity:

The City of Bellingham is an Equal Opportunity Employer. We do not make decisions on the basis of an individual's race, religion, creed, color, national origin, sex, marital status, age (40+), disability, retaliation, sexual orientation or gender identity, honorably discharged veteran or military status, status as a victim of domestic violence, sexual assault, and stalking, use of a trained dog guide or service animal by a person with a disability, or any other basis prohibited by local, state, or federal law. All are encouraged to apply for employment.