Director of Administration and Operations

ABOUT THE DEPARTMENT

The Cambridge Fire Department consists of approximately 293 sworn personnel and six civilian staff members dedicated to serving the community. Its mission is to protect life and property in Cambridge by preventing and responding to fires, hazardous materials incidents, and other natural or human caused emergencies; to save lives through high quality emergency medical services; to advance fire prevention and public education; and to foster a workplace culture that values diversity, equity, and respect.

ABOUT THE ROLE

Responsible for leading the Department's fiscal and human resources team, the Director of Administration and Operations is a key member of Cambridge Fire Department leadership. Reporting to the Assistant Chief of Administrative Operations, this role oversees departmental budgeting, payroll, and personnel systems; coordinates labor management and policy matters; and ensures that administrative functions operate in alignment with City goals and regulations. This position directly supervises the Fiscal Manager and the Payroll Analyst, while also providing indirect supervision of supporting fiscal and administrative staff. In addition to overseeing the preparation of a $70+ million budget and all personnel related matters, this role serves as a strategic advisor to the Fire Chief and Assistant Chiefs, helping to modernize departmental systems, strengthen accountability, and enhance coordination across the Department. The role requires a collaborative, hands on leader who can balance long range planning with operational execution in a complex, highly unionized public safety environment.

ESSENTIAL DUTIES & RESPONSIBILITIES

The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Provide leadership and direction for the Fire Department's administrative operations, including fiscal management, payroll, human resources, procurement, and policy implementation.
• Serve as a principal administrative advisor to the Fire Chief and Assistant Chiefs on issues of departmental organization, resource allocation, and operational effectiveness.
• Lead and direct the department's human resource functions-including hiring, onboarding, performance management, and employee development-in collaboration with the City's HR Department.
• Participate in labor relations activities, including collective bargaining preparation, grievances, and joint labor management meetings, ensuring consistent application of contractual and City policies.
• Oversee the preparation, monitoring, and management of the department's operating and capital budgets; ensure fiscal compliance and responsible stewardship of departmental funds.
• Collaborate with the City's Budget, Finance, Purchasing, and IT departments to align administrative practices with City policies and ensure compliance with all procurement and fiscal regulations.
• Supervise, mentor, and evaluate administrative and fiscal staff; promote a collaborative culture emphasizing accountability, professional growth, and continuous improvement.
• Establish and refine departmental administrative systems and standard operating procedures to improve efficiency, transparency, and data driven decision making.
• Represent the Fire Department at City Council meetings, union discussions, and interdepartmental forums on administrative and fiscal matters as directed.
• Support organizational planning and strategic initiatives that enhance the department's capacity, succession planning, and long term sustainability.
• Coordinate the department's role in audits, accreditation, and compliance efforts, ensuring documentation and reporting meet City and state standards.
• Manage special projects and perform other related duties as assigned.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM QUALIFICATIONS Education and Experience

• Bachelor's degree in public administration, business, finance, human resources, or a related field.
• At least five years of progressively responsible administrative or managerial experience, including supervision of technical, administrative, and clerical staff.
• Demonstrated experience in budget preparation, human resources administration, labor relations, and change management.
• Demonstrated experience facilitating meetings.
• Demonstrated leadership qualities and interpersonal skills necessary to work effectively and collaboratively with diverse groups, including leadership team and staff, community and higher education partners, and City leaders.
• Or any equivalent combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential duties of the job.

Knowledge, Skills, and Abilities

• Considerable knowledge of human resources, labor relations, budgeting, payroll and planning, preferably in a municipal setting.
• Considerable knowledge of planning principles and techniques, including data collection and analysis.
• Considerable knowledge and skill with word processing, spreadsheet, and database management software.
• Ability to prepare and analyze comprehensive reports; manage multiple projects; supervise effectively; establish and maintain effective working relationships with employees, city officials, labor unions and the general public; facilitate collaboration among complex stakeholder groups; maintain confidentiality; and communicate effectively orally and in writing.
• Strong organizational, analytical and planning skills required.
• Commitment to anti racism, diversity, equity, and inclusion. The City of Cambridge's workforce, like the community it serves, is diverse. Applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies.

PREFERRED QUALIFICATIONS

• Master's degree in public administration, management, or a related field.
• Prior experience preparing and administering municipal budgets.
• Prior experience in municipal human resources or labor relations.
• Prior experience in a public safety or ununionized organization.
• Specific knowledge of Massachusetts' competitive bidding, collective bargaining and civil service laws.
• Knowledge of and ability to use Peoplesoft HR and Financials.
• Knowledge of the Cambridge community.

WORK ENVIRONMENT

Standard office environment. Fluorescent lighting, carpeted floors and air conditioning. Moderate noise level. This position may be eligible for hybrid work under the City's Telework Policy, depending on operational needs.

PHYSICAL DEMANDS

• Ability to access, input and retrieve information from a computer.
• Ability to answer phones and maintain multiple files.
• Ability to lift a minimum of at least 10 pounds.
• Ability to travel offsite to meetings.

REQUIRED DOCUMENTS

Please upload the following documents to complete your application:

• Resume
• Cover Letter