Job Description

Posting number: 202603126

Department: Emergency Services

Job classification: Administrative Supervisor

Posting type: Open

Categories: Administrative Assistant, Customer Service, EMS, Emergency Management, Office and Administrative Support

Summary

Are you an organized, detail-oriented professional with a passion for leadership, financial accountability, and supporting essential public safety services? Cumberland County Emergency Services is seeking a motivated and dedicated professional to join our team and play a vital role in supporting the department’s administrative and financial operations!

In this dynamic position, you will oversee and coordinate a wide range of essential administrative functions, including fiscal administration, budget monitoring, grant management, personnel administration, purchasing, revenue processing, and records management. You will help ensure departmental operations are conducted accurately, efficiently, and in compliance with established County policies, procedures, and applicable regulations. This position offers the opportunity to exercise independent judgment, coordinate complex administrative processes, monitor critical deadlines, and develop effective solutions to operational challenges. Working collaboratively with departmental leadership and staff, you will contribute to achieving financial and operational objectives while promoting accountability, efficiency, and organizational excellence. Join Cumberland County Emergency Services and make a meaningful impact behind the scenes by supporting the people and programs that help keep our community safe!

Examples of duties

• Monitors, maintains, and reconciles the department’s operating budget, including expenditures, revenues, encumbrances, appropriations, and available balances, to ensure accurate financial reporting and compliance with County policies and procedures.
• Prepares preliminary budget requests, quarterly financial projections, budget revisions, and fiscal-year reappropriations; compiles financial reports and supporting documentation for departmental budget meetings, planning, and decision-making
• Processes and reviews invoices, requisitions, purchase orders, General Ledger transactions, purchasing card expenditures, and related financial documentation; assists departmental divisions with fiscal processes and coordinates with County Finance and Budget and Performance staff to resolve discrepancies
• Administers and monitors Fire Department grants, including preparing and routing contracts, tracking expenditures and available balances, processing reimbursement requests, and coordinating grant-related budget amendments in accordance with applicable state, federal, and County requirements
• Serves as the department’s primary liaison with County Human Resources, coordinating recruitment and selection activities for authorized vacancies, including preparing position requests, scheduling interviews, maintaining applicant records, coordinating contingent employment offers, and obtaining required approvals
• Coordinates and monitors pre-employment screening activities, including background checks, drug testing, fingerprinting, and reference checks, while maintaining communication with candidates, Human Resources, screening providers, and departmental management to ensure timely completion of required processes
• Prepares, reviews, and processes personnel requisitions and employment actions, including new hires, resignations, terminations, retirements, reclassifications, and other employee status changes; maintains accurate and confidential personnel records in accordance with applicable laws and County policies
• Processes biweekly employee time and attendance records, monitors leave usage, including Family and Medical Leave Act (FMLA) leave, and coordinates with Human Resources and departmental management to resolve payroll, leave, and personnel documentation discrepancies
• Oversees Fire Marshal billing and revenue processing activities, including generating and tracking invoices for inspections, services, and applicable fees; maintains billing records and aging reports, monitors outstanding balances, and coordinates with County Finance to resolve payment discrepancies
• Coordinates departmental purchasing and inventory activities by monitoring supply needs, preparing and tracking orders, verifying receipt and distribution of materials, and resolving vendor-related issues in accordance with established County purchasing procedures
• Coordinates departmental facility maintenance requests and operational reporting, including entering and tracking maintenance work orders, monitoring request status, and preparing monthly water usage reports for fire stations
• Arranges and processes travel-related activities for employees and authorized officials, including transportation, lodging, travel advances, and reimbursement requests; reviews supporting documentation to ensure compliance with County travel policies and resolves discrepancies as needed

Qualifications

Graduation from an accredited two-year college or technical school with a degree in business or a related field and four (4) years of experience with at least two years in a supervisory role; or an equivalent combination of education and experience.

Supplemental information

• Knowledge of standard office practices, administrative procedures, records management, and organizational operations within a governmental environment.
• Knowledge of governmental budgeting, accounting principles, financial reporting, accounts payable and receivable, payroll processing, and fiscal management practices applicable to County government operations.
• Knowledge of grant administration, financial monitoring, reimbursement procedures, and applicable state, federal, and County grant requirements.
• Knowledge of County personnel policies and procedures, including recruitment, candidate selection, pre-employment screening, employee records management, and personnel actions.
• Knowledge of applicable federal, state, and local laws, regulations, administrative policies, and procedures governing departmental operations and administrative functions.
• Knowledge of contract preparation, routing, and approval processes, including applicable North Carolina Alcoholic Beverage Control (ABC) permitting requirements.
• Knowledge of public records laws, records retention schedules, document management practices, and confidentiality requirements applicable to government operations.
• Skill in utilizing Microsoft Office applications, financial management systems, databases, and other administrative software to process information, maintain records, and prepare reports.
• Skill in preparing, analyzing, monitoring, and presenting departmental budgets, financial projections, expenditure reports, and recommendations to support operational and fiscal objectives.
• Skill in organizing and prioritizing multiple assignments, coordinating administrative processes, monitoring deadlines, and ensuring the timely and accurate completion of responsibilities.
• Skill in analyzing administrative policies, procedures, and operational processes to identify areas for improvement, resolve discrepancies, and recommend effective solutions.
• Skill in communicating effectively, both orally and in writing, with departmental leadership, employees, County officials, external agencies, vendors, and the general public.
• Ability to exercise independent judgment, discretion, and sound decision-making when addressing complex administrative matters, including situations with limited established precedent.
• Ability to maintain confidentiality and appropriately handle sensitive personnel, financial, and departmental information in accordance with applicable laws, policies, and procedures.
• Ability to interpret, explain, and apply departmental policies, procedures, and program requirements while providing accurate information and administrative guidance to staff and stakeholders.
• Ability to serve as a knowledgeable resource to departmental personnel by providing technical assistance, administrative support, and guidance on established processes and procedures.
• Ability to gather, organize, analyze, and present information related to departmental programs, financial activities, personnel matters, and administrative operations.
• Ability to establish and maintain effective working relationships with coworkers, departmental leadership, County officials, external agencies, and the public while demonstrating professionalism, tact, courtesy, and sound interpersonal judgment.

Conditions of Employment

In accordance with Session Law 2025-16, candidates selected for positions involving work with children in any capacity will be required to undergo a fingerprint-based criminal history check conducted by the North Carolina State Bureau of Investigation (SBI).

A formal transcript will be required. College transcripts may be submitted on-line via the attachment feature or mailed to Cumberland County Human Resources, 117 Dick St. Fayetteville, NC 28301.

Successful candidates who receive a conditional offer of employment with Cumberland County must pass pre-employment screenings, including criminal history checks and drug screenings, as required by Cumberland County Policies and Procedures, prior to beginning work or receiving a final offer of employment. Refusal to submit to testing or testing positive for prohibited substances will result in the withdrawal of the conditional employment offer.

Cumberland County is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind. All employment decisions at Cumberland County are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or any other status protected by applicable laws and regulations. We encourage applications from all qualified individuals and will provide reasonable accommodations for qualified individuals with disabilities in accordance with applicable law. We celebrate diversity and are committed to creating an inclusive environment for all employees.