The Administration Division provides overall direction, leadership and vision for the department.  Divisional responsibilities include providing administrative support for the Department of Fire & Life Safety including budget preparation and administration, payroll, purchasing, setting departmental goals and objectives planning/research, and information technology. The staff includes the Fire Chief, Deputy Fire Chief, one Executive Assistant, and two Administrative Assistants.

Budget

The City of Concord prepares an annual budget to provide funding for fire, rescue, medical assistance, training & safety, code enforcement, life safety education, and emergency management services.

• Prepares status reports for the operating and capital budgets during the year and monitors the operating budget monthly.
• The budget process consists of five stages: forecasting, requesting, reviewing, adopting and monitoring.
• Financial management focuses on strategic resource allocation and management. It forges the link between budgeting and planning and ensures that funding decisions made with attention to cost and the appropriateness, efficiency and effectiveness of service delivery.
• Financial analysis & projections include accounting for expenditures against state, federal and private funds; accessing federal grant funds and funding via interagency transfer; reporting expenditures against federal grants, development of the financial portions of various federal grant applications.

Payroll

The Concord Department of Fire & Life Safety has three employee categories: fire service non-exempt, regular non-exempt, and exempt. Fire service non-exempt employees are paid on a 56-hour workweek. Operations Division has a 28-day, three-platoon rotating cycle of 24-hour continuous tours of duty, with one pre-scheduled 12-hour holiday period off. Regular non-exempt employees are paid an hourly rate, with the rate based on the range established for a 40-hour workweek. Exempt employees work a schedule based on a 40-hour workweek with other hours worked as needed to complete job requirements.  Payroll periods are bi-weekly. Payroll functions are performed using the Jantek System.

Accounts Payable

Accounts Payable is responsible for the management and processing of payments to vendors. Staff is responsible for following all purchasing guidelines for the procurement of materials, supplies, equipment and services to meet the operating requirements of the department in accordance with city policies and ordinances. Processing of vendor invoices includes fund coding, budget allocation with pay request being forwarded to the Finance Department for timely payment.

Planning & Research

• Identifies new station locations.
• Conducts planning, research, and analysis projects.
• Manages the fire-rescue records management system.
• Reviews documents submitted by volunteer fire departments affected by city initiated annexations.
• Prepares the capital improvement budget.
• Coordinates and maintains the data to support the city’s performance measurement system.
• Develops the departmental master plan, strategic plan, and business plan to continue to prepare for the future.

Human Resources

• Processes documents for transfers, leaves of absence, and reassignments.
• Administers the department's Firefighter Recruitment Program.
• Assists in the development and administration of promotional processes.
• Maintains information on the Family Medical Leave Act.
• Maintains departmental personnel records.
• Assists in administering and monitoring performance appraisal system.
• Coordinates training for all newly promoted supervisors.

 
Information Technology

• Assists with specifications for new information technology systems.
• Works with Technologies Edge (City of Concord contractual IT Department) to Manage all IT projects and initiatives for the department.
• Represents CDF&LS on all City-wide Technology Teams/Committees and Liaison with other City Departments.
• Coordinates the maintenance of systems and administration.
• Manages departmental hardware, software, and peripherals.
• Represents CDF&LS on City GIS related committees to ensure data integrity is maintained for all City data that may be adapted or accessed for CDF&LS systems.

Records Management

Records Management includes maintenance of the fire-rescue reports associated with the department’s records management system (Firehouse Software).  Distribution of incident report information and performance research of fire-rescue records are crucial for planning future public safety services.
False calls are incidents in which smoke detectors or fire alarms sound for non-fire related events. The City allows for three free calls in any consecutive 90-day period. The property owner is billed per call thereafter. Other reports are generated to include average call response times, apparatus incidents, and statistical reports electronically submitted to the State of North Carolina.