McMinnville Fire District - Administrative Services Director
Posted: 3/23/26
SALARY $8,110 – 12,164 Monthly Location: McMinnville, OR
Job Type: Full Time Division: Administration
Open: March 21, 2026 Closing Date: Open Until Filled
First Application Review: March 30, 2026
Projected First Set of Interviews: April 3, 2026
Job Summary
This position directs and manages the operations of the Administrative Services Division.
The Administrative Services Director is a key leadership position that collaborates with and advises the Fire Chief, senior management team, and district members to ensure effective personnel and administrative services to support the needs of the District. The Administrative Services Director will provide strategic and operational oversight for administrative services and in-depth human resources and payroll support. This position develops and executes human resources management in support of the overall strategic direction of the District, including the areas of labor relations, employee relations, payroll, policy management, recruitment management, talent management, change management, employment risk management, organizational design, compliance with State and Federal labor laws, HRIS implementation and analysis, job classification, and compensation analysis.
The person in this position may also, if qualified, assist with contract review and drafting, and other legal issues related primarily to labor and employment.
Essential Duties and Responsibilities
The duties and responsibilities of the position will be determined based on District operational needs.
Essential Functions
1) Strategic Planning and Organizational Development
a) Plans, organizes, and leads initiatives to closely align administrative services, human resources, payroll, and technology with organizational goals, industry best practices, and state and federal laws.
b) Develops and updates policies and procedures including writing policies to ensure compliance with District goals and governance, and state, and federal law.
c) Supports and executes employee development, organizational development, professional development, succession planning, and strategic planning efforts.
2) Human Resources Operations
a) Recruitment and Selection:
i) Develops and oversees recruitment, selection, promotion, and onboarding processes, ensuring compliance with district policies, civil service rules, and state and federal laws.
ii) Collaborates with hiring managers to attract and select qualified candidates for positions.
iii) Ensures job descriptions are up to date and reflective of the work performed.
b) Employee and Labor Relations
i) Consults with management and employees to resolve personnel issues such as grievances, communications difficulties, etc.
ii) Assists in development of strategy related to collective bargaining and labor relations. Serves on the negotiation team for the District during collective bargaining.
iii) Collaborates with management in developing, updating, and administering employee engagement and recognition programs.
iv) Conducts or facilitates employment-related investigations and exit interviews.
c) Compensation and Benefits Administration
i) Oversees compensation and benefits programs, including compensation structures, benefits, and incentive plans.
ii) Manages staff assigned to handle employee benefits such as health insurance, retirement plans, deferred compensation plans, leave entitlements, annual open enrollment, and change requests.
iii) Ensures the administration of Family Medical Leave Act (FMLA), Oregon Family Leave Act (OFLA), Oregon Paid Family and Medical Leave Act (PFML), workers’ compensation, Americans with Disabilities Act (ADA), and disability leave.
iv) Conducts market studies to ensure competitiveness in attracting and retaining talent.
d) Performance Management
i) Develops and implements performance management processes, including goal setting, performance reviews, and feedback.
ii) Provides guidance to managers on performance improvement plans, discipline, promotions, and career development opportunities for their teams.
iii) Implements effective processes, tools, and training to ensure fair and consistent performance evaluation processes in compliance with relevant policies and regulations.
3) Payroll
a) Oversees staff who complete the District’s payroll functions including, but not limited to, payroll maintenance, payroll processing and paycheck preparation.
b) Ensures direct deposit, taxes, and Section 125 plan funds are transferred.
c) Works with Finance staff as necessary related to payroll and Quickbooks.
d) Ensures the accuracy of employee compensation, benefits, deductions, leave accruals, and direct deposits consistent with collective bargaining agreements, district policies, and federal and state laws.
General Job Functions
- Establishes and maintains effective working relationships with staff, other agencies, and the public.
- Performs other duties as assigned within the scope of the classification.
- Participates on internal and external committees and workgroups when requested.
- Maintains proficiency in job requirements which may include attending training and meetings, reading materials, and meeting with others in areas of responsibility, which may require travel.
- Maintains work areas in a clean and orderly manner.
- Maintains confidentiality, data integrity, and complies with all related district, state, and federal standards.
- Supports the implementation of workplace safety programs and policies.
Supervision Received and Exercised
Supervision Exercised: This position supervises other staff, who work in the areas of finance, billing, procurement, accounts payable and general administrative support. This position will assign work, provide training and oversight to employees and volunteers, and advance specific projects.
Supervision received: This position works under the general supervision of the Fire Chief or their designee.
Minimum Qualifications
The Fire District will consider any equivalent combination of education, training, and/or experience which provide the knowledge, skills, and abilities required to perform the duties as described. Typical qualifications include a bachelor’s degree in human resources, business administration, public administration, or a closely related field.
Eight (8) years of progressively responsible experience in Human Resources with at least three (3) years of public sector legal or Human Resources management experience.
Preferred Qualifications
- Master’s degree in human resources, business administration, public administration, or a related field.
- Certification from IPMA (IPMA-CP or IPMA-SCP), certification from SHRM (SHRM-CP or SHRM-SCP), and/or certification from HRCI (PHR or SPHR) is highly desirable.
- Law degree and experience providing general advice, contract review and drafting, and support of public boards or commissions.
- Experience with finance activities such as budget development and oversight, accounts payable, accounts receivable, and billing.
Required Knowledge, Skills, and Abilities
- Knowledge and understanding of municipal operations, financial management, and budgeting.
- Knowledge of the principles and practices of human resources administration, including knowledge of pertinent federal and state laws.
- Strong interpersonal communication and conflict resolution skills.
- Ability to be analytical, identify trends, and make data-driven decisions.
- Ability to continuously improve strategic and operational effectiveness, efficiency, and speed of critical functions to deploy services across the District.
- Ability to thoroughly investigate sensitive HR issues.
WORKING CONDITIONS
The work environment is well protected, with virtually no hazards or obstacles (0-5%). There is very little element of personal risk or hazard. Job conditions are usually stable, with virtually no (0-5%) issues of confinement, temperature change, incident of noise, or interactions of a disagreeable nature, inside/outside work, dirty conditions, exposure to contagious disease, etc. Continuous (81% of the time) use of office equipment. The position requires little (0-5%) physical effort such as lifting, carrying, or movement, etc. Movements required to complete work are not difficult, and only require a usual degree of agility and hand eye coordination.
Physical and Mental Demands
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the classification, but which may be reasonably considered to be incidental in the performance of their duties just as though they were actually written out in this classification.
McMinnville Fire District does not offer visa sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security’s I-9 form confirming authorization to work in the United States.
The McMinnville Fire District is an equal opportunity employer and those with a diverse background are encouraged to apply. Applicants with disabilities who need a reasonable accommodation (e.g., assistive listening devices) to participate in the recruitment and/or selection process should contact: Michelle Teed, Administrative Services Director.
The McMinnville Fire District is proud to hire veterans. Applicants may use Veteran's Preference in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Military personnel who expect to be honorably discharged from the military within 120 days of certifying veteran status on this job application, may also request preference. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and they electronically provide the required documentation at the time of application.
DOCUMENTS REQUIRED from Veterans:
MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) – OR – Letter from the US Dept. of Veterans Affairs indicating a non-service connected pension. If you need to request a copy of your DD-214, click here. Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs. For information regarding Veteran's Preference qualifications, visit the following website: https://www.oregon.gov/boli/workers/Pages/veterans-preference.aspx
The McMinnville Fire District prohibits discrimination and harassment of any kind.
We are committed to the principle of equal employment opportunity and to providing employees with a work environment free of discrimination and harassment. All employment decisions at the McMinnville Fire District are based on business needs, job requirements, and individual qualifications, without regard to race, color, age, religion or belief, gender, sexual orientation, ability, family or parental status, or any other status protected by state or federal law. We do not tolerate discrimination or harassment based on any of these characteristics.