Community Engagement Coordinator and Admin Services in Berthoud, Colorado at Berthoud Fire Protection District

ADMIN SERVICES & COMMUNITY ENGAGEMENT COORDINATOR

Berthoud Fire Protection District

POSITION SUMMARY

Under the direction of the Administrative Director, the Administrative Services & Community Engagement Coordinator provides high-level administrative, operational, communications, and community engagement support to Fire Department leadership, including the Fire Chief, Command Staff, and Administrative Division.

This position serves as a central hub for administrative operations, organizational communication, and public engagement. It supports internal functions while building positive relationships among the District, employees, stakeholders, and the community.

This role serves as a key public representative for the District and helps promote its mission, programs, initiatives, accomplishments, and community partnerships through professional communication, outreach, and engagement.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements does not exclude them from the position.

Executive, Administrative, and Operational Support

Provides administrative and operational support to Fire Department leadership and District operations.

1. Prepares, formats, and distributes reports, presentations, agendas, Board packets, meeting minutes, policies, procedures, newsletters, and other administrative documents
2. Coordinates calendars, trainings, travel, ceremonies, community events, technology, room setup and materials, and facility scheduling
3. Tracks meeting action items and follow-up assignments to support timely completion
4. Manages mail, deliveries, office supplies, departmental materials, copier functionality, and related service needs
5. Ensures administrative and public-facing areas are organized, presentable and clean
6. Prioritizes and manages multiple assignments with frequent interruptions while exercising sound judgment and appropriate independence within assigned responsibilities

Human Resources and Personnel Support

Provides administrative support for personnel-related functions as directed by the Administrative Director

1. Assists with onboarding and offboarding processes
2. Assists with maintaining personnel records, and compliance-related files
3. Maintains confidentiality of sensitive information
4. Supports employee recognition efforts, promotions, retirements, awards, and department milestone celebrations

Public Education, Community Engagement, Customer Service, and Public Interface

Supports public education, community outreach, operational engagement, public communication, customer service, and public interface efforts.

1. Prepares and distributes operational reports, press releases, department communications, and outreach or educational materials
2. Coordinates public education programs, community risk reduction initiatives, community service requests, events, ceremonies, outreach activities, and related scheduling with operational staff; represents the District at community events, meetings, and outreach opportunities to promote awareness and strengthen relationships with community members
3. Develops content for social media, the department website, newsletters, and other public-facing platforms, including short videos, visual content, and public outreach campaigns
4. Monitors social media and public communication channels for comments, messages, feedback, and engagement opportunities, responding professionally and escalating issues when appropriate
5. Serves as a primary point of contact for public inquiries, phone calls, emails, and walk-in visitors, providing accurate information regarding department services, programs, and community resources
6. Responds to community questions, including sensitive or complex inquiries, clearly, respectfully, and professionally
7. Tracks outreach activities and assists with reporting and evaluating engagement, attendance, community feedback, and communication effectiveness
8. Maintains front office security, access control, and a professional, welcoming public environment consistent with District image, and The Berthoud Fire Way

Records Management, Technology, and Compliance

Under supervision of the Administrative Director, maintains department records, systems, technology, and administrative compliance processes.

1. Maintains electronic and physical filing systems and records databases
2. Maintains the accuracy of documents and information on the District Website, as well as ADA accessibility compliance
3. Assists with records requests, and compliance-related files
4. Ensures compliance with public records laws, retention requirements, and department standards
5. Utilizes department software systems for records, scheduling, communications, and administration
6. Supports document management, digital file organization, and communication systems

General Duties

1. Performs general administrative and clerical duties as assigned
2. Exercises professionalism, discretion, and sound judgment in all interactions and responsibilities
3. Supports departmental operations in alignment with the culture and values outlined in The Berthoud Fire Way
4. Performs other duties as assigned, may occasionally work evenings and weekends

KNOWLEDGE, SKILLS, AND ABILITIES

1. Knowledge of office administration, records management, customer service, and public relations practices in a governmental or public safety setting; knowledge of municipal, fire service, or public safety operations preferred
2. Strong written, verbal, and interpersonal communication skills, including the ability to engage and inform diverse audiences in person, by phone, through email, and in writing
3. Strong organizational, time management, and multitasking skills, with the ability to manage competing priorities in a fast-paced environment with frequent interruptions
4. Ability to work independently with minimal supervision while exercising sound judgment, maintaining confidentiality, and handling sensitive information appropriately
5. Advanced working knowledge of Word, Excel, Outlook, and PowerPoint, with the ability to create, organize, track, and maintain professional documents, spreadsheets, reports, records, and communications
6. Knowledge of website, social media, public communication, and basic graphic design tools such as Canva, Adobe Express/Spark, WeVideo, or similar platforms preferred
7. Ability to coordinate events, outreach activities, and public-facing programs, and to develop clear, professional written communications and visual materials for public distribution
8. Ability to represent the District professionally with employees, community members, stakeholders, and partner agencies while demonstrating exceptional attention to detail, accuracy, organization, and follow-through

MINIMUM QUALIFICATIONS

1. High school diploma or GED required
2. Four (4) years of administrative, customer service, communications, community engagement, office support, or related experience
3. Valid driver’s license

Preferred Qualifications

1. Experience in a municipal, fire service, public safety, communications, or community engagement environment preferred
2. Associate’s degree in communications, public relations, marketing, or related field preferred
3. Experience coordinating public outreach, events, social media, or community engagement activities preferred

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

1. Work is primarily performed in an office environment with frequent interruptions and regular interaction with staff, and the public.
2. Ability to sit for extended periods
3. Ability to lift and carry up to 25 pounds
4. Frequent use of computers and standard office equipment
5. Occasional travel to District locations, meetings, or community events
6. May require occasional evening or weekend attendance at meetings, events, outreach activities, or community functions