Join a mission-driven team that plays a direct role in supporting the health, safety, and wellness of our firefighters and community. As an Administrative Specialist for Snohomish Regional Fire & Rescue's Health & Safety and EMS Divisions, you will provide advanced administrative and program support that keep operations running smoothly across the District.

In this highly collaborative position, you’ll help coordinate key programs, track compliance and regulatory requirements, maintain confidential records, and support initiatives that keep our employees safe. You’ll administer critical systems, manage data and reporting used for operational decisions, and assist in delivering programs that promote safety and wellness efforts throughout the organization.

If you’re detail-oriented, proactive, and energized by meaningful work that directly supports first responders, this role offers the opportunity to make a lasting impact behind the scenes. With a four-day workweek, a balance of independent and team-based work, and exposure to a wide range of safety and EMS operations, this position is ideal for an organized professional who thrives in a dynamic environment where accuracy, confidentiality, and strong communication make all the difference.

Process & Timeline:
Note: All dates are tentative and subject to change

Virtual Interview: Week of February 2nd, 2026
Panel Interview: Week of February 9th, 2026
Final Panel Interview: Week of February 16th or 23rd, 2026
Targeted Start Date: March 16, 2026

Administrative Specialists provide advanced administrative support for a specific area and/or program within an assigned department. The work is characterized by complex tasks which typically require a considerable amount of technical understanding, research, and analysis prior to developing conclusions and/or recommendations. Incumbents assist in the organization and administration of a particular function within a department/division; duties often include creating, updating and monitoring various financial and non-financial reports, managing special assignments, assisting with the administration of budget information, financial/statistical recordkeeping and controlling the flow of various information and processes throughout the assigned department. Specific duties within Health & Safety and EMS may include:

General Health & Safety and EMS Program Administration & Coordination

• Coordinate Health & Safety and EMS program activities, guidance and communications.
• Serve as a liaison with internal staff, vendors and partner agencies.
• Conduct research, compile data, and prepare reports to support program decisions.
• Draft and process agendas, minutes, memos, correspondence, and technical documents (including training documentation, communications, etc.)
• Support budget tracking, purchasing, grant documentation, and expenditure oversight.
• Assist with formatting, editing and publishing Health & Safety and EMS documentation and presentations.
• Tracking and maintaining certifications and required credentialing.

Health & Safety System Administration (Vector Solutions), Exposure Reduction Reporting & Recordkeeping

• Maintain regulatory and compliance documentation.
• Administer injury/illness, near-miss, collision, and safety recommendation reporting systems.
• Validate, route, and document submissions and generate dashboards, analytics, and statistical reports.
• Coordinate NFPA 1582 medical evaluations and specialized screenings.
• Track compliance and documentation needs and manage vendor communications and scheduling.
• Maintain PPE and equipment inventories, expense tracking and vendor coordination.

Shared Administrative Functions

• Maintain files, records, and databases in compliance with retention and accessibility standards.
• Provide backup administrative support as needed.
• Draft correspondence, reports, presentations, and division communications.
• Maintain and update digital platforms and support internal communications related to safety, wellness, and EMS.
• Perform other related duties to support Health & Safety and EMS Division goals.

• Advanced office administration practices and procedures.
• OSHA, WAC 296-305, and NFPA standards applicable to assigned programs.
• Research, data analysis, documentation control, and trending.
• Database systems and Microsoft Office 365 Suite (Teams, SharePoint, Word, Excel, PowerPoint).
• Effective communication and customer service principles.
• Confidential records and information security practices.

Ability to:

• Apply District policies and procedures to assigned duties.
• Perform research, analysis, and problem-solving independently.
• Organize and prioritize assignments under deadlines with frequent interruptions.
• Maintain strict confidentiality and professionalism.
• Establish and maintain effective working relationships across the District.
• Work under pressure and adapt to dynamic operational needs.
  

Minimum Qualifications:

• Valid Driver's License
• Associate's degree or high school diploma/GED with two (2) years of college-level coursework AND
• Five (5) years of progressively responsible administrative support experience
• OR Any combination of education and experience that provides the required knowledge skills and abilities.

Preferred Qualifications:

• Experience with Project Management, Planning and Coordination
• A minimum of intermediate proficiency with Microsoft 365 suite (Excel, PowerPoint, Outlook)
• Recordkeeping, reporting and analytics experience
• Experience managing a diverse set of stakeholders and expectations
• Familiarity with OSHA and NFPA standards
• Experience working with Fire & EMS Organizations
• Expertise with technical writing and creation of standard operating procedures

Physical Demands & Working Conditions:
Work is predominately performed indoors in an office environment. Work requires movement to other locations for business transactions and meetings and may include evening meetings (as required). Occasionally, work may be performed outside the standard office environment (e.g. drill grounds, emergency scenes, etc.) and may involve constant interruptions. The work requires sitting, talking and hearing; frequently requires the use of hands-to-fingers, handling writing instruments, computers and office supplies which require repetitive arm wrist and hand movement. Occasionally, requires standing and reaching with arms and hands, climbing, stooping, kneeling, bending or crawling. May require occasional lifting not to exceed 30 pounds.