Fire Administrative Secretary

Job Overview

The Bellingham Fire Department is seeking a detail-oriented, proactive Administrative Secretary to provide essential support to our mission-driven team. In this dynamic role, you’ll handle complex administrative tasks—from payroll and timekeeping to recruitment support and confidential records management—helping ensure the smooth and efficient operation of the department. You’ll thrive here if you’re highly organized, accuracy-focused, and committed to supporting a team dedicated to public safety and exceptional service.

If you’re ready to make a meaningful impact in a fast-paced environment, we encourage you to apply and join our team!

The Fire Administrative Secretary performs a variety of secretarial and complex administrative duties to support the Fire Department. Requires knowledge of City and Fire Department policies and procedures. Uses independent judgment to complete assignments for division staff. Serves as primary time administrator for the department. Handles a variety of general and confidential inquiries from citizens and employees and assists in coordinating responses.

Maintains a variety of computerized and hard copy records. In accordance with department policies and procedures, gathers and processes data and generates related reports as requested. Assists with disaster mitigation processes when requested.

This position will start at Step 1 ($33.59/hour). Employees receive step increases annually in accordance with the Guild of Pacific Northwest Employees, Local 1937 Collective Bargaining Agreement and City policy. The full hourly range for this position is $33.59 - $43.83. For internal candidates, placement within the range is based on City Pay Placement Procedures.

At the City of Bellingham, we offer a comprehensive benefits package that helps you thrive in both your career and personal life. Join our team and enjoy the peace of mind knowing that you and your loved ones are well cared for. Here’s a closer look at the outstanding benefits that come with being part of our team. You can find more details on our employment benefits page and labor agreements page.

• 10 hours of vacation leave per month, with increased accrual over time
• 12 paid holidays + 1 floating holiday per year
• 8 hours sick leave accrued monthly
• Medical, dental, and vision insurance for employees and their families
• Life insurance and long-term disability coverage
• Flexible spending accounts and medical insurance opt-out program
• Access to an Employee Assistance Program (EAP)
• Washington State Retirement plan (DRS) for retirement security
• Optional 457 deferred compensation (Retirement Savings Plan) with employer match

Leave accruals are based on 1.0 FTE, accruals are pro-rated if part-time and require employees to be in paid status at least 120 hours/month.

Closing Date/Time:
Fri. 3/20/2026 4:30 PM Pacific Time

• Serves as primary time administrator for the Fire Department with responsibility for conducting all department-based payroll activities. Activities include annual operational schedule entry and maintenance in City HRIS system; bi-monthly time sheet data entry; preparation and submittal of payroll corrections; and, accurate coding and tracking of employee leaves, specialty premiums, position control, vacation balances, overtime coding and employee approvals. Submits payroll appointments for new hires, separations, transfers/promotions, shift changes, assignments, and premium changes.
  
  Maintains compensatory time records and reconciles annual vacation usage.
• Serves as the District secretary for monthly commissioner meetings. Prepares agendas and supporting materials, takes and transcribes meeting minutes. Prepares and distributes final minutes and reports and conducts follow-up assignments. Prepares public notices of meetings as necessary.
• Maintains a variety of departmental information and records by publishing and updating notices and content on internal and external websites, and by establishing, organizing, and updating digital and electronic records. Prepares records and records retention schedules, arranges transmittal of records to Records Center for…