Human Resources Manager/Office Administrator

PACIFIC FIRE PROTECTION DISTRICT

Office Administrator / Human Resources Manager

Reports to: Fire Chief; provides administrative support to the Fire District.

Position Summary

Direct the District’s administrative office functions and coordinate human resources, labor agreement administration, payroll and benefits processes, financial support and public records. The position requires sound judgment, confidentiality, accuracy, and familiarity with public-sector accountability. Final legal, employment, budget, and policy decisions remain with authorized District officials.

Essential Duties — Human Resources & Labor Relations

· Coordinate recruitment, screening documentation, hiring, onboarding, personnel files, evaluations, employee status changes, and separations.

· Administer day-to-day HR procedures consistent with District policy and the applicable IAFF collective bargaining agreement, if in effect; track seniority, grievance deadlines, leave banks, and contract obligations.

· Coordinate employee benefits, leave administration, FMLA documentation, workers’ compensation claims, and return-to-work processes; safeguard confidential medical and personnel information.

· Maintain required occupational health and safety administration records, including medical evaluations, respirator medical clearances, fitness-for-duty documentation, and testing records as applicable; limit access appropriately.

· Prepare documentation and refer disputed labor, legal, medical, or disciplinary matters to the Fire Chief and appropriate advisers.

Essential Duties — Office Operations

· Manage daily office workflow, correspondence, reception, calendars, supplies, electronic records, and administrative service providers.

· Coordinate facility, IT, and administrative vendor needs; supervise civilian office staff if assigned.

· Serve as a professional point of contact for employees, the public, agencies, and elected officials; perform related duties as assigned.

· Assist Chief Officers with administrative tasks.

Essential Duties — Payroll, Retirement & Finance

· Coordinate and reconcile timekeeping, shift schedules, overtime, specialty pay, and payroll inputs; apply FLSA Section 7(k) work-period rules only where lawfully adopted and applicable.

· Coordinate pension enrollment, contribution and service records, and reporting with the District’s actual retirement plan administrator, including LAGERS if applicable.

· Assist the Fire Chief and District accountant/comptroller with annual budget preparation, expenditure tracking, reconciliations, audits, and property/sales-tax revenue documentation.

· Process and track invoices, purchase orders, vendors, insurance renewals, contracts, and grant-related administrative records subject to approved controls.

Essential Duties — Board Administration & Public Records

· Coordinate meeting notices, agendas, board packets, minutes, resolutions, and follow-up actions in accordance with District procedures and Missouri Sunshine Law (Chapter 610, RSMo).

· Maintain official Board records, tax levy and political subdivision filings, contracts, and records-retention schedules; coordinate public-records requests with authorized officials.

· Assist with elected-official administrative logistics, applicable training tracking, and Missouri Ethics Commission filings when required; escalate legal questions to counsel.

Minimum Qualifications

· Five years of progressively responsible administration, human resources, payroll, or related management experience; comparable combinations of education and experience may be considered.

· Strong organizational, written communication, records-management, confidentiality, and interpersonal skills; ability to meet statutory deadlines.

· Proficiency with spreadsheets, word processing, electronic record systems, and payroll or accounting software.

Preferred Qualifications

· Experience in a Missouri fire protection district, other public entity, or unionized public safety workplace.

· Knowledge of Missouri Chapters 321 and 610, public-sector FLSA, collective bargaining, FMLA, workers’ compensation, and applicable records retention.

· SHRM-CP, PHR, or CAP credential; experience with QuickBooks, payroll, accounting, ADP, First Due, or Fire Engineering Training.

Work Setting & Expectations

Primarily on-site office work with occasional evening Board meetings and schedule adjustments. Must be able to perform essential functions with or without reasonable accommodation. Some travel may be required for training.

The District is an equal opportunity employer.

Additional information can be found on the Fire District website at: www.pacificfire.org

Pay: $70,000.00 - $85,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Experience:

• Administrative: 5 years (Required)

Work Location: In person