CHIEF OF STAFF (CINCINNATI FIRE DEPARTMENT)

Reporting directly to the Fire Chief, the Chief of Staff serves as an executive level position responsible for coordinating the overall operational functions of the Fire Department.  This role provides strategic and complex administrative support to the Fire Chief and assists with department wide initiatives and facilitates the execution of the Chief’s key priorities.   The Chief of Staff functions in an administrative capacity carrying out special projects, managing critical department operations, and supporting the implementation of strategic planning as assigned by the Fire Chief. This position ensures the smooth integration of day-to-day activities and long-term objectives. In addition to overseeing operational functions, this role identifies and pursues funding opportunities to support department initiatives, including research, development, and submission of grant proposals. Further, the Chief of Staff collaborates with external partners and funding agencies to secure resources, aligning funding opportunities with department goals.

EXAMPLES OF REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES (KSAs) 
(Illustrative only. Any one position may not require all of the listed KSAs nor do the listed examples include all the KSAs which may be required.)

Knowledge of:

1. Fire Department operations, structure, and command hierarchy. Public safety policies, firefighting principles, and fire department-specific regulations.
2. State and federal legislative processes related to fire services, public safety, and emergency response.
3. Public administration principles and processes
4. Principles of strategic planning, risk management, and project management within a public safety organization.
5. Research methods; report preparation techniques applicable to fire service operations.
6. Communication strategies and techniques for public safety organizations and stakeholders.
7. Fire Department budgeting, procurement, and grant processes. City of Cincinnati internal operations, including interactions with City Council but not limited to those administered by the Human Resources Department, Civil Service Commission, Office of Procurement, Finance Department, and Office of Budget and Evaluation.
8. Best practices in grant writing, funding source requirements, and compliance with public sector funding protocols.
9. Local, state, and federal funding opportunities specific to public safety and emergency services.

Skill to:

1. Operate appropriate computer equipment; use properly all related hardware and software.
2. Operate assigned vehicle in the course of duty.
3. Develop and execute strategic initiatives that align with the Fire Department’s mission and objectives.
4. Analyze and present complex data, especially related to fire department performance metrics, budget management, and resource allocation.
5. Coordinate interdepartmental projects, particularly those involving public safety, emergency response, and community outreach.
6. Facilitate communications between the Fire Chief, other departmental leaders, and external stakeholders.
7. Identify, apply for, and manage grant-funded projects that support departmental growth and community safety programs.
8. Build partnerships with community organizations, government agencies, and other stakeholders to leverage funding and enhance department initiatives.

Ability to:

1. Promote and maintain high ethical standards and integrity throughout the department.
2. Effectively supervise and mentor lower-level staff within the Fire Department.
3. Maintain effective working relationships with Fire Department personnel, city officials, and community stakeholders.
4. Manage fire department-specific projects, ensuring timely completion and alignment with strategic goals.
5. Implement and maintain positive employee relations.
6. Analyze and manage effective EEO/AA programs.
7. Communicate effectively, both orally and in writing.
8. Prepare clear and concise reports; prepare correspondence as assigned.
9. Implement and manage performance evaluation systems to measure departmental productivity and effectiveness.
10. Provide consultation on departmental operations, assess project feasibility, and ensure effective risk management practices.
11. Prepare, monitor, and effectuate a budget.
12. Conduct research and analyze findings.
13. Negotiate with citizens' groups and governmental agencies.
14. Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
15. Research, analyze, and evaluate new service delivery methods and techniques.
16. Establish and maintain effective working relationships with those contacted in the course of work.
17. Evaluate funding needs within the Fire Department and develop strategies to address them through grants and other resources.
18. Draft compelling grant proposals and funding requests that align with departmental objectives and comply with funding agency requirements.
19. Manage assigned projects; manage the activities of assigned community groups.
20. Manage people and resources.

A bachelor’s degree in business administration, public administration, or a relevant operational field is required. A master’s degree in these or related areas is strongly preferred. Five years of experience in business management at a supervisory level, with a primary focus on strategic human resource management, project management, or change management, is preferred. Experience in or around public safety—such as fire services, law enforcement, military, or federal service—is preferred, as familiarity with public safety structures and protocols is highly valued for this role.

Relevant experience may be substituted for education, and education may be substituted for relevant work experience.

Environmental Conditions:  

Predominately indoor environments; exposure to computer screens; attendance at outdoor functions may be required. 

Physical Conditions:  

Duties require maintaining the physical condition necessary for sitting, standing and walking for prolonged periods of time; must be able to operate assigned vehicle. 

EXAMPLES OF WORK PERFORMED

(Illustrative only. Any one position within this classification may not include all of the duties listed nor do the listed examples include all of the tasks which may be performed.)

1. Directs the work assignments and projects of fire department staff, including administrative and technical personnel, ensuring adherence to departmental policies and strategic goals.
2. Aids the Fire Chief by conducting research and gathering critical operational data and managing projects that enhance fire services and public safety outcomes. 
3. Collaborates with Fire Department Assistant Chiefs and Divisional Managers to coordinate interdepartmental initiatives, manage resources, and ensure the efficient operation of the department.
4. Attends high-level meetings with the Fire Chief, providing necessary follow-up and support on fire department projects, special initiatives, and long-term planning efforts.
5. Researches and identifies grant and funding opportunities to support departmental priorities and enhance service delivery.
6. Writes and submits grant applications, ensuring all proposals are aligned with department goals and meet specific requirements.
7. Builds and maintains relationships with potential funders and partners, including government agencies, foundations, and community organizations.
8. Manages awarded grants, including tracking and reporting outcomes, ensuring compliance with grant stipulations, and evaluating impact on department operations.
9. Manages special projects as assigned,
10. Attends meetings as assigned; prepares and presents reports and materials as appropriate.
    
    SUPERVISION EXERCISED
    Acts as the Chief’s designee to direct and coordinate work across the department, ensuring alignment with departmental goals and operational priorities. Exercises authority to guide the work of Assistant Chiefs, administrative staff, technical personnel, project managers, support personnel, and other designated teams on behalf of the Fire Chief. This includes leading department-wide initiatives, special projects, and cross-functional efforts related to budgetary, logistical, and operational tasks in public safety and emergency response.
    While not directly responsible for the performance evaluations of Assistant Chiefs, the Chief of Staff is empowered to coordinate and direct their work on strategic initiatives and department objectives as authorized by the Fire Chief.

Salary : $107,848 - $157,102