Starting salary range is $72,622.61 - $88,273.23 a year per the Non-Union Salary Schedule. Detailed information about the salary schedule and benefits can be found here: https://www.cityofportsmouth.com/hr/employment-contracts

We welcome diverse and non-traditional backgrounds and encourage you to apply even if you don’t satisfy every single bullet on this list.

Learn more about why our employees enjoy working with City of Portsmouth by watching this video: Working for the City of Portsmouth

The City offers a generous compensation and benefits package that includes retirement paid time off including vacation holidays medical & dental insurance flexible spending account professional development career growth longevity incentives and more!

NATURE OF WORK
Performs advanced professional and supervisory work managing the business, financial and administrative functions of the Fire Department, with primary areas of responsibility including accounting; financial reporting; purchasing; budget & grants management; office management; assisting Chief Officers in short and long-range business and financial planning; providing executive administrative support to the Fire Commission and Chief officers and assisting the Fire Chief in emergency operations planning and activations.

SUPERVISION
Incumbent works under the general direction of the Fire Chief. Incumbent plans and performs work with a high degree of independence, in accordance with applicable laws, rules and regulations of the department, standard practices and previous training, with substantial responsibility and discretion in determining work priorities. Incumbent is expected to solve, through experienced judgment, most problems of detail or unusual situations by adapting methods or interpreting instructions to resolve the particular problem. Technical and policy problems or changes in procedures are discussed with supervisor. Work is generally reviewed through periodic meetings with the supervisor, or via feedback from end users of reports or projects.

Incumbent is responsible for the supervision of the Business Office/EMS Records Division. Employee is located in a different office in the same building. Incumbent assigns work, establishes priorities, trains, evaluates, and disciplines employee and recommends hiring and firing. Workload fluctuates throughout the year due to the demands of a public safety agency. Incumbent is required to work outside of normal business hours on a daily basis and/or at night including weekends in order to attend Fire Commission or City Council meetings and to assist the Fire Chief during emergency activations of the Emergency Operations Center . Incumbent has access to confidential information of the department including personnel files, collective bargaining negotiations, lawsuits, grievances, criminal investigations, and public health information.

ESSENTIAL JOB FUNCTIONS
The essential functions or duties listed below are intended only as illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similar, related, or a logical assignment to, or extension of, the position.

1. Works closely with City Departments in matters such as payroll, accounts payable and receivable, budget preparation and management, purchasing, grants management, personnel matters, facility maintenance and emergency planning and operations.

2. Advise and inform the Fire Chief in the daily administration of the department budget; prepare comparative financial reports for monthly commissioners meeting; perform financial analysis and develop reporting and tracking systems; perform trend analysis and projections for maximum use of appropriated funds; advise department staff of the status of the budget and its administration; assist Chief Officers in the effective use of budget, grants, donations, or other available funding sources; coordinate changes in line items to ensure consistency with appropriations and guidelines; maintain appropriate salary and benefit schedules for budgeting purposes; prepare and administer the department’s budget.

3. Assist in the development of long and short rage financial plans (policies, procedures, staffing, equipment, station operations) for the purpose of achieving service impact objectives and ensuring compliance with legal and financial requirements.

4. Manage all grant activity of the department; completing all quarterly, semi‑annual and annual financial reports in an accurate and timely basis; ensure spending is consistent with grant guidelines; balance grant accounts; administer use of grant funds; coordinate grant funds with operating budget requirements; maintain liaison with Federal, State or local grants agencies to resolve problems and coordinate grant applications and payments; obtain certificates, payroll documentation, overtime/backfill forms and receipts for reimbursement requests, prepare and participate in audits.

5. Assist the Fire Chief in the writing, submission, tracking and balancing of the City’s Radiological Emergency Response Budget (costs associated with maintaining and improving emergency preparedness, capability, and requirement in support of a radiological release at Seabrook Station.

6. Responsible for verifying payoffs at time of termination or dismissal, management of the department’s payroll to include reviewing payroll data, monitoring hours worked by part‑time employees to ensure compliance with scheduled hours; ensuring employees are compensated according to collective bargaining agreements and contracts; resolving disputes with employees over payroll and compensation issues.

7. Review purchase requests; authorize purchases based upon available funding and needs; work with Chief Officers to ensure compliance with budgetary appropriation levels; work with city purchasing and legal staff on Request for Proposal’s and Bid Packages; negotiate with vendors for products and services; and resolve disputes with vendors.

8. Supervision and coverage for Business Office/Emergency Medical Services Records; assigns work and provides direction and/or help in accomplishing difficult work projects.

9. Responsible for maintaining department records and grant funded equipment and fleet; maintain legal documentation/repair/accident/insurance data/quotes; assist Fire Chief in the purchasing of equipment/fleet.

10. Monitor, develop and implement tracking systems to ensure receipt of payments; ensure timely deposits, monitor collection of receivables and the collection of all past due receivables.

11. Ensure the timely processing of all accounts payable, authorize payment of invoices, verify authenticity of payables, and resolve accounts payable issues with vendors.

12. Work with the Fire Chief in implementing and updating the City’s Local and Emergency Operations Plans including Radiological Emergency Response Plan and Seacoast Hurricane Evacuation Plans.

13. Assist the Fire Chief, or their designee, in the administrative operation of the Emergency Operations Center during a disaster or emergency situation. Perform the roles and responsibilities of the EOC Coordinator. Responsibilities include assisting in the setup and dismantling of the Emergency Operations Center, coordinating appropriate staffing levels, establishing and maintaining communications with State, Local and/or Federal agencies, logging and monitoring all road closures, shelters, tasks, missions, and other emergency related information into WebEOC, reporting pertinent information to the Fire Chief, or his designee, maintaining all receipts, documents and inventory checklists, ordering supplies, etc.

14. Provide highly responsible administrative services to the Fire Commission, Fire Chief, Assistant Fire Chief, Deputy Fire Chief and the Fire Prevention Bureau.

15. Manage Chief Officers and Fire Prevention Bureau calendars and appointments, schedule meetings/appointments, make reservations and travel arrangements for conferences and seminars, etc.

16. Record, manage and maintain, departmental leave and attendance records on both manual and electronic systems ensuring that the information/data is accurate, up-to-date and easily accessible. Reconcile leave records with the City’s Human Resources Department.

17. Process required documents with HR and State regarding new hires, retirements, terminations, leave of absences, workers injuries and illnesses and ensure compliance with local and state guidelines.

18. Prepare for Fire Commission meetings, types agendas, reports and correspondence.

19. Attend monthly Fire Commission Meetings including Non-Public sessions for the recording of minutes.

20. Prepare and/or maintain various letters, memos, meeting agendas, minutes, action items, reports, emails, and other correspondences for the Fire Chief.

21. Review and process Chief’s incoming mail and other communications and initiate responses or follow ups.

22. Participate in meetings, workshops, committees, seminars, conferences, etc. for the purpose of conveying and gathering information regarding a wide variety of subjects.

23. Prepare documents for Chief Officers for negotiations, lawsuits, grievances, hearings, etc.

24. Work closely with department staff and other Seacoast Fire Departments, Seacoast Chiefs, NH Association of Fire Chiefs and Seacoast Technical Assistance Response Team in coordinating trainings, events, security needs, details, etc.

25. Perform a variety of customer service functions including screening calls, greeting visitors, taking messages, answering complaints and inquiries, scheduling outside detail requests, station tours and other department events.

26. Performs other duties as assigned by the supervisor.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
An incumbent in this position consistently demonstrates a(n)...

1. Knowledge of governmental accounting processes.

2. Knowledge of Federal and State grant administration.

3. Ability to work with a significant diversity of individuals and/or groups of people.

4. Strong skills in collecting, analyzing, and interpreting data, policy, and procedures to arrive at logical conclusions or recommendations.

5. Ability to maintain confidentiality.

6. Considerable knowledge of office management.

7. Strong organizational and superior oral and written communication skills.

8. Ability to compose and format correspondences.

9. Ability to adapt to changing work priorities dealing with frequent and sustained interruptions.

10. Excellent judgment and critical thinking skills.

11. Excellent (advanced) Microsoft Office skills.

12. Ability to work under pressure.

13. Ability to communicate effectively with the general public, City staff, and government officials at all levels.

ENVIRONMENT, WORKING CONDITIONS, PHYSICAL AND MENTAL EFFORT
Position requires reviewing, investigating, compiling and analyzing summaries, reports and trends in the field and making management-level judgment decisions to solve problems and determine appropriate action, assist in developing and implementing long- and short-range financial plans (policies, procedures, staffing, materials, equipment and station operation) or to achieve work objectives as well as articulating and expressing those solutions and goals.

Position is highly responsible, requiring a high level of independent action in preparing a wide variety of often complex materials (plans, budgets, funding requests, etc.) for the purpose of documenting activities and issues, meeting compliance requirements, providing audit references, making presentations and/or providing supporting documentations for request actions. Guidelines include a large body of policies, practices and precedents which may be complex or conflicting, at times. The incumbent is expected to weigh efficiency and relative priorities in conjunction with procedural concerns in decision making. Position requires understanding, interpreting, and applying complex federal, state, and local regulations.

Errors can result in personal injury/loss, delay or loss of service, monetary loss, and legal repercussions.

The position has occasional contact with the public for responding to inquiries or complaints, rendering services, providing or receiving information. Contacts are typically made in person, on the telephone, via e-mail, fax, or in writing. This position has daily contact with co-workers, other city departments, vendors, state and local agencies, and surrounding fire departments and chiefs for obtaining and/or providing information for administrative and financial functions, scheduling meetings and appointments, responding to or routing complaints or inquiries, assigning work, and supervising employee(s).

Incumbent works in a noisy office setting and is required to use hands, stand, walk, talk, listen/hear more than 2/3rd of the time; climb, balance, stoop, kneel and reach with arms and hands up to 2/3rd of time and sits up to 1/3rd of the time. Incumbent frequently lifts up to 10 pounds, occasionally lifts up to 30 pounds, and seldom lifts up to 60 pounds. Normal vision is required for the position. Equipment used includes an automobile, office machines, and computers. Incumbent may be exposed to outdoor weather conditions when responding to emergency events, transferring inter-office mail, or meeting with vendors.

MINIMUM REQUIRED QUALIFICATIONS
A candidate for this position should have a Bachelor’s Degree in Accounting, Finance, or Business Administration from an accredited college or university and eight (8) years of progressively responsible experience in governmental finance; and five (5) or more years’ experience as a senior secretary or administrative assistant. Two (2) years each of supervisory experience and grant administration. Each additional year of approved work experience may be substituted for one year of required formal education.

Must be a New Hampshire appointed Notary and/or Justice of the Peace or willing to obtain one within one (1) year of appointment.

Must hold a valid driver’s license and be able to pass a background investigation.

(The above descriptions are illustrative. They are intended as guides for personnel actions and are not complete itemizations of all facets of any job)

DISCLAIMER
The essential functions and duties described herein are normal for this position. They are intended as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similarly related or a logical assignment to or extension of the position. Other duties may be required and assigned by the supervisor. The City of Portsmouth is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. The City is committed to providing access to equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services programs, and activities. To request reasonable accommodation, contact our Human Resources Director by phone 603-610-4478.

APPLICATION SPECIAL INSTRUCTIONS
Finalist must complete pre-employment screening, drug testing, & background check.