Administrative Specialist - Fire Department

Elk Grove Village, Illinois, (pop. 33,127), a strategically located, progressive community that is home to the largest consolidated business park in North America, is seeking a dynamic, detailed and skills-oriented candidate for the position of Administrative Specialist in the Fire Department. Elk Grove Village is located in Cook and DuPage Counties adjacent to O’Hare International Airport and is home to approximately 3,600 businesses, located in its 5.4 square mile Business Park.

The Fire Department provides essential services that are an integral part of our community’s everyday lives. The delivery of services is key in maintaining and improving the quality of life for our residents and businesses. The Fire Department is responsible for the response to and handling of fire, rescue and emergency medical incidents. The Fire Department also provides critical assistance during natural and manmade disaster situations. In addition to emergency responses, the Fire Department educates the public on fire and life safety matters, teaches CPR and other related safety topics, and provides inspectional services to ensure building design, construction and maintenance follow established applicable codes. The Department serves as first responders in emergency operations and responds to community needs 24/7.

The Fire Department is committed to ensuring that the Village’s residents, businesses and visitors enjoy a safe environment for living and working.

The Administrative Specialist will work in the Fire Department handling incoming correspondence and calls to allow the Fire Chief/Deputy Fire Chief to spend a maximum amount of work time performing managerial and/or supervisory duties. The Administrative Specialist ensures that prompt and accurate office support assistance is provided to the department or a specific office operation by performing a wide variety of office duties and responsibilities.

KEY RESPONSIBILITIES :

• Provides responsive and professional customer service to residents, staff, and external partners.
• Provides front counter coverage and serves as the primary point of contact for visitors to Fire Administration.
• Drafts and coordinates responses to administrative requests, including FOIA responses, correspondence, and other administrative communications.
• Coordinates travel and training logistics, including authorizations and reimbursements.
• Supports fire department personnel transitions, including onboarding, promotions, retirements, and related documentation.
• Processes medical and fire records requests in compliance with HIPAA, subpoenas, and release procedures.
• Supports committees and project teams by coordinating purchases, events, materials, and creates agendas and meeting minutes.
• Performs recurring processes, including purchase card reconciliation, reporting, reimbursements, and license renewals.
• Maintains fire personnel, medical, and training records, ensuring accuracy, confidentiality, and compliance.

MINIMUM QUALIFICATIONS: Completion of 30 credit hours of college course work toward an Associate’s Degree is required, with an Associate’s Degree preferred, as well as a minimum of four years of comprehensive and progressive work responsibilities, or any equivalent combination of education, experience and training.

LICENSES AND CERTIFICATIONS: Possess a valid State of Illinois Driver’s License and safe driving record.

HOURS OF WORK: 37.5 hours per week OPENING DATE: May 1, 2026

STARTING WAGE: $62,657 - $88,859 CLOSING DATE: Open until filled

This position qualifies for an Illinois Municipal Retirement Fund (IMRF) pension.

Candidates must complete the online employment application via Candidates should include a resume, cover letter and/or any other pertinent information related.

All other inquiries should be directed to:

Office of Human Resources

901 Wellington Avenue

Elk Grove Village, Illinois, 60007

Email: [email protected]

Telephone: 847-357-4020