| Title: | Administrative Coordinator to the Fire Chief/Warden |
| Description: | Position Summary
Reporting directly to the Fire Chief/Warden, the Administrative Coordinator provides high-level administrative, financial, records, and operational for Sublette County Unified Fire. This position serves as a primary point of contact for the public, internal staff, volunteer firefighters, County offices, and external partners. The role requires sound judgment, professionalism, discretion with sensitive information, and the ability to balance competing priorities while producing accurate, timely, and well-documented work.
Essential Functions
Provide customer service by greeting and assisting the public, answering and routing calls, responding to requests for information, and processing applicable applications and forms.
Maintain accurate administrative, financial, and operational records in digital and hard-copy formats, ensuring appropriate confidentiality, retention, transparency, audit readiness, and legal compliance.
Prepare meeting materials including agendas and packets, take minutes, and track follow-up actions as assigned.
Enter and maintain data in the departments FirstDue Records Management System (RMS) and other systems as assigned, including records related to incidents, training, personnel, payroll, equipment, maintenance, finances, prevention, public education, grants, investigations, and health and safety programs.
Reconcile accounts payable in coordination with the County Clerks Office; prepare and route voucher payment documentation and supporting records.
Process payroll documentation for administrative staff and paid-per-call volunteer firefighters, ensuring accuracy and timeliness.
Assist with preparation, administration, monitoring, tracking, and justification of the department budget in coordination with County budget processes, including expenditures, revenues, supporting documentation, and periodic status summaries.
Support grants, federal fire reimbursements, donations, and other special funding streams by organizing financial records, completing required forms, maintaining audit-ready files, and documenting eligible costs.
Track, compile, review, and submit final state/federal wildland fire reimbursement documentation, including OF-288, OF-286, and Wyoming Exhibit B forms, consistent with the NWCG Standards for Interagency Incident Business Management and applicable state, and County requirements.
Maintain office supply inventories for six (6) fire stations; coordinate ordering, receiving, and distribution consistent with department direction and County purchasing practices.
Obtain quotes for department purchases as directed; assist with purchasing documentation, vendor communication, recordkeeping, and justification of resource requests based on operational need, budget impact, risk considerations, and long-term planning.
Compile data and prepare reports or information for the Fire Chief/Warden, Board of County Commissioners, state reporting systems, partner agencies, reimbursement processes, grant reporting, operational review, and public records requests as appropriate.
Perform general office functions including correspondence, scanning, mail processing, basic document formatting, and other duties as assigned.
Minimum Qualifications
High school diploma or GED.
Two (2) years of secretarial/administrative experience or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities.
Demonstrated ability to type at least 60 words per minute with accuracy.
Demonstrated proficiency with computers and standard business software, including Microsoft Office (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat.
Ability to maintain confidentiality and handle sensitive information with discretion.
Strong organizational skills with the ability to prioritize multiple tasks, meet deadlines, and maintain attention to detail.
Preferred Qualifications (Highly Desired)
Three (3) years of increasingly responsible office management experience, ideally in a public safety, local government, or customer service environment.
Experience with payroll processing, accounts payable, and budget tracking.
Experience with records management systems and incident reporting systems and state or federal incident reporting.
Strong written communication skills, including professional correspondence and meeting documentation.
Experience using social media and web platforms for organizational communications.
Core Competencies
Customer service orientation and professionalism
Accuracy and attention to detail, especially with financial and records data
Initiative and problem-solving, including proposing process improvements
Communication skills, both written and verbal
Organization and time management in a fast-paced environment
Collaboration with staff, volunteer firefighters, and external partners
Work Environment and Physical Requirements
Work is primarily performed in an office environment with routine use of computers, phones, and standard office equipment.
May require occasional travel to fire stations and County offices.
Must be able to sit, stand, walk, bend, and lift or carry office materials and supplies (up to 25 pounds) as needed.
Pay and Benefits
Salary is $70,169.15-DOQ plus a generous benefit package that includes paid employee health/dental insurance, HSA contribution, life flight coverage, retirement, paid vacation, paid sick leave, paid holidays, life insurance, and disability insurance. Sublette County is an Equal Opportunity Employer and complies with all preferences for employment as provided by W.S. 19-14-102.
How to Apply
Cover letter, application, and resume may be submitted via email to:
Shad Cooper, EFO, Fire Chief/Warden
Sublette County Unified Fire
Email: shad.cooper@sublettecountywy.gov
Office: 307-367-4550
The vacancy will remain open until filled. Interested applicants are encouraged to apply immediately. First review of applications begins June 24, 2026. Employment is contingent upon successful completion of applicable pre-employment requirements, including a background check.
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| Company: | Sublette County Unified Fire |
| Salary: | $70,169.15 DOQ plus benefits |
| Post Date: | 6/4/2026 |
| Close Date: | Open Until Filled |
| Location: | Pinedale, Wyoming |
| Contact: | Shad Cooper, EFO, Fire Chief/Warden |
| Phone: | 307-367-4550 |
| Email: | shad.cooper@sublettecountywy.gov |
| Website: | |
Mailing
Address: | |
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Pinedale Online Job Board • www.pinedaleonline.com/jobboard
jobboard@PinedaleOnline.com
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