Long Hill Fire District

Past Employment Opportunities

Invalid as of 11/25/24

Business Office Manager

The Long Hill Fire District located in Trumbull, CT is seeking a Business Office Manager who is excited to join our team. Our successful Business Office Manager will be highly organized, energetic, process-oriented and engaging with people. The candidate will enjoy working independently and collaboratively, be focused as well as able to juggle multiple priorities. The successful candidate will be detail-oriented and bring care, integrity, and customer service to all they do.

Job Type:  Full Time, 40 Hours per week

Salary:  $55,000 – $71,500

Open Date:  November 1, 2024

Close Date:  November 18, 2024

General Statement of Responsibilities

This role works independently with minimal supervision and collaboratively, engaging with the Accounting, Tax, Information Technology, Facilities, and Fire Company personnel to promote an efficient and effective Fire District. Our Business Office Manager will:

  • Manage the District Budget process, including but not limited to the following:
    • Develop annual budget with input from key stakeholders, and provide year-over-year, and budget-to-actual variance analysis
    • Provide cost information to personnel to assist them with keeping their lines within budget and ensure compliance to Purchasing Policy (i.e., conducting RFPs, receipt, invoice management within QuickBooks accounts payable program).
  • Establish and maintain an inventory of the fixed assets of the Fire District.
  • Manage three part-time associates responsible for controllership, tax collection, and facilities
    • Assist with annual finance audit, including meeting with auditors and provide appropriate information for any request associated with Office Manager Duties (i.e., Budget, Purchasing, Actual to Budget Analysis), as requested.
    • Ensure copies of audit financial statements are sent to the State of CT by the audit firm and consultant access to audit Statements for bondholder reporting compliance, file copies of Audit Financial Statements and meeting minutes for each year since inception.
    • Assist with conducting facility RFIs / RFPs (janitorial, landscaping, etc.) and contract management and renewals; assist with maintenance of MSDS sheets
  • Manage the insurance process, including the following:
    • Update annual Insurance Binder Information for current coverages, insurance claim adjudication, and maintain worker’s comp filing data as needed
    • Assist personnel with worker’s comp benefits discussion with the insurance carrier,
  • Make travel arrangements for fire department members attending conferences.
  • Maintain the Fire Company membership and District employee personnel/health file process, including issuance of new member’s acceptance letters and physical forms,
  • Conduct background checks for all new members/employees,
  • Establish and maintain personnel files for fire department members to include medical, training, accountability, and other pertinent information
  • Manage the Repair and Replacement process for broken or damaged equipment once identified and track the repair process with appropriate vendors.
  • Maintain and update the key entry system for all firehouses.
  • Maintain the Fire District records, including equipment & apparatus maintenance records
  • Perform other similar and related duties as required or directed, such as the following:
    • Provide Commissioners reports for monthly commission meetings.
    • Handle FOI requests when received.
    • Coordinate the District’s activities, meeting requests/agendas, and expense reimbursements with the Trumbull Center and Nichol’s Fire Districts.
    • Handling Statement of Release for any donated property utilized by the Fire Department for Training
  • Assist Fire Company corporate and line officers with periodic office duties.
  • Research and respond to grant requests & applications (i.e. FEMA, State of Connecticut)
  • Coordinate Fire District Office Operations with key stakeholders during Emergencies (i.e. COVID protocols).
  • Other associated responsibilities in support of the Fire District and Fire Company as needed

 

Desired Skills and Qualifications

Knowledge of QuickBooks as well as accounting and bookkeeping principles, practices, and spreadsheets;

Skilled in Microsoft Office 365 applications (Excel, Word, Powerpoint, Sharepoint, Teams)

Considerable knowledge of:

  • Business English, spelling, punctuation, and mathematics;
  • General office practices, typing, office record keeping and reporting;
  • Ability to install and maintain clerical records, forms, and procedures;
  • Ability to prepare reports and correspondence;
  • Ability to establish and maintain harmonious relations with other employees and the public.
  • Documented and demonstrated ability to perform and communicate effectively, and professionally, both orally and in writing, with a variety of people including District staff, partnering agencies, and the public;
  • Documented & demonstrated ability to utilize the District’s systems & programs;
  • Knowledge of processing accounts payable and accounts receivable transactions.
  • Must be able to multi-task and work in an office environment with multiple interruptions while still meeting deadlines; work independently and complete tasks with minimal supervision;
  • Must be organized, efficient and be capable of maintaining numerous files and records;
  • Must be able to work effectively in a team environment; and
  • Must be able to respond to citizens inquires and requests for information and track and problem solve citizen complaints.
  • Knowledge of human resources concepts, practices, policies, and procedures;
  • Knowledge of computerized information systems; ability to make administrative/procedural decisions and judgments.

 

Additionally, the candidate should possess

  • Database management skills;
  • Demonstrated ability to maintain confidentiality;
  • Ability to gather data, compile information, and prepare reports;
  • Skill in organizing resources and establishing priorities; ability to create, compose, and edit written materials; and skill in the use of desktop computers and related software applications.

 

Exceptional written and verbal English communication skills, spelling and punctuation; skilled in word processing,

Minimum of graduation from high school or GED; preferably education or experience equivalent to associates degree or above with emphasizes in computer programs, secretarial skills, bookkeeping, financial reporting and knowledge of Connecticut Budget Law;

Three (3) years of progressively responsible office experience

Valid Connecticut Driver’s License.

Preferred Experience and Knowledge:  Public agency experience in accounting.  Past work experience dealing with the public.  Preferable experience with a Fire District or Agency.

Additional Information

As an applicant for employment, you are a consumer with rights under the Fair Credit Reporting Act.  As part of the employment process, including for determinations related to initial employment, the District may obtain from a consumer reporting agency, a consumer report and/or investigative consumer report on you as defined by the Fair Credit Reporting Act. In addition, any offer of employment is subject to the applicant successfully passing a pre-employment drug test and physical.

Applicants must be citizens of the United States or must present proper authorization to work in the United States by the closing date.

Equal Opportunity Employer

 

Please send all resumes to Kathy@longhillfd.com

 

 

 

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