Administrative Records Specialist

Riley Fire Department is seeking a dependable and detail-oriented Administrative Records Specialist to support day-to-day recordkeeping and administrative operations.

This position is responsible for entering, reviewing, organizing, and maintaining departmental information across electronic systems, spreadsheets, and internal files. The ideal candidate is organized, comfortable working independently, and able to maintain accurate records while handling confidential information appropriately.

What You’ll Do

• Enter and update departmental information in databases, spreadsheets, and internal record systems.
• Review forms, reports, and source documents for accuracy and completeness.
• Process, organize, and maintain electronic and physical records.
• Update recurring logs, tracking sheets, and administrative files.
• Verify information against source documents and address discrepancies when identified.
• Scan, upload, categorize, and archive documentation according to established procedures.
• Prepare routine reports, record summaries, and supporting documentation.
• Track incomplete records and coordinate with appropriate personnel to obtain missing information.
• Retrieve files and documentation for authorized departmental use.
• Maintain confidentiality of personnel, administrative, and operational information.
• Assist with general administrative and records-related assignments as needed.

Qualifications

• High school diploma or equivalent required.
• Previous experience in records processing, administrative support, office operations, data processing.
• Strong attention to detail and accuracy.
• Proficiency with Microsoft Word, Excel, Outlook, and general computer applications.
• Comfortable working with spreadsheets, databases, and electronic filing systems.
• Ability to organize and process a high volume of information accurately.
• Strong time-management and organizational skills.
• Ability to work independently while meeting established deadlines.
• Ability to appropriately handle confidential information.

Benefits

• Medical, dental, and vision insurance
• Paid time off
• Paid holidays
• Life insurance
• Professional development assistance
• Employee assistance program
• Opportunities for advancement

Qualified applicants will receive consideration for employment without regard to any status protected by applicable federal, state, or local law.