Administrative Coordinator

About QCOMM911

Quad Cities Emergency Communications (QCOMM911) is a consolidated, state-of-the-art public safety communications center located in the Milan Municipal Building in Rock Island County, Illinois. QCOMM911 provides 9-1-1 call processing and radio dispatch services for four police departments and nine fire departments throughout the region, including Moline Police and Fire; East Moline Police and Fire; Silvis Police and Fire; Milan Police; and the Blackhawk, Hampton, Carbon Cliff–Barstow, Coal Valley, Coyne Center, and Reynolds Fire Departments. Technical systems support is provided in partnership with the Rock Island County Emergency Telephone System Board (ETSB), which is co-located within the Milan Municipal Building.

Formed through an Intergovernmental Agreement pursuant to the Illinois Intergovernmental Cooperation Act (5 ILCS 220/1), QCOMM911 operates as an independent unit of local government with all standard governmental powers except the authority to levy taxes or issue bonds. The agency is governed by an eight-member Board of Directors composed of four voting City/Village Administrators and four non-voting public safety representatives. The Board establishes bylaws, adopts the annual budget, hires the Director, and provides oversight of finances, personnel, policy and long-range planning.

Role of the Administrative Coordinator

The Administrative Coordinator provides comprehensive administrative and operational support to QCOMM911 leadership. This position plays a central coordination role in supporting executive leadership, communications center operations, training programs, financial administration, and human resources functions within a 24/7 public safety communications environment.

The administrative coordinator is entrusted with access to highly sensitive, confidential, and privileged information. The employee is expected to exercise the highest degree of discretion, professionalism, and ethical discretion, professionalism, and ethical judgement in handling information related to personnel matters, labor relations, legal issues, financial records, executive communications, public safety operations, and other protected information.

The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining confidentiality and supporting mission-critical operations.

Essential Duties and Responsibilities

Executive & Board Support

• Provide administrative support to the Director and leadership team, including calendar coordination, meeting scheduling, and correspondence.

• Prepare and distribute Board of Directors meeting materials, including agendas, reports, and supporting documentation.

• Record and maintain official meeting minutes, resolutions, and governance records.

• Assist with preparation of reports, presentations, and communications for the Board and partner agencies.

Operational & Training Support

• Provide administrative support related to daily operations and training programs.

• Coordinate training schedules, maintain training records, and track certification and continuing education requirements.

• Assist in compiling operational reports, performance metrics, and quality assurance documentation.

• Support documentation and tracking of policies, procedures, and operational updates.

• Assist with coordination during major incidents or operational events, including documentation and communication support.

Financial & Human Resources Support

• Provide administrative support for finance and HR functions.

• Assist with invoice processing, purchase orders, and procurement documentation.

• Maintain financial and administrative records in accordance with governmental standards.

• Support HR processes including recruitment coordination, onboarding documentation, personnel file maintenance, and benefits tracking.

• Assist with payroll documentation, timekeeping coordination, and HR compliance tracking.

• Maintain confidentiality of financial and personnel records.

Administrative Operations & Coordination

• Serve as a central point of contact for internal staff, partner agencies, vendors, and external stakeholders.

• Maintain organized filing systems (electronic and physical) in compliance with records retention requirements.

• Track assignments, deadlines, and follow-up items across leadership functions.

• Assist with interdepartmental coordination and communication across operations, training, and administrative services.

• Support procurement tracking, vendor coordination, and contract documentation.

Compliance & Documentation

• Assist in maintaining compliance with applicable federal, state, and industry standards, including CJIS-related documentation requirements where applicable.

• Support audits, reporting processes, and documentation preparation.

• Ensure accuracy and consistency in organizational records and communications.

Confidentiality & Sensitive Information

• Maintains strict confidentiality of all personnel, labor, legal, financial, operational, and executive information.

• Protects confidential records and information in accordance with federal and state laws, agency policies, and applicable

• Exercises sound judgement when handling sensitive communications, documents, and discussions, recognizing that authorized disclosure may have significant organizational, legal, or operational consequences.

• Maintains confidentiality before, during, and after employment with the agency.

• Ensures secure handling, storage, and transmission of confidential documents and electronic records.

• Serves as a trusted administrative resource for executive leadership while maintaining impartiality and discretion.

Emergency & Incident Support

• Provide administrative and logistical support during major incidents, emergency activations, or system disruptions.

• Assist leadership with documentation, communication coordination, and resource tracking during critical events.

Knowledge, Skills, and Abilities

• Strong organizational and time management skills with the ability to manage multiple priorities.

• Ability to handle sensitive and confidential information with discretion.

• Proficiency in Microsoft Office Suite and standard administrative systems.

• Strong written, verbal, and interpersonal communication skills.

• Ability to work effectively in a fast-paced, high-demand, 24/7 operational environment.

• Familiarity with public sector administration, public safety operations, or governmental processes preferred.

• Ability to coordinate across functional areas including operations, training, finance, and HR.

Education & Experience

• Associate’s degree in Business Administration, Public Administration, or related field preferred.

• Minimum of three (3) years of administrative experience, preferably in local government, public safety or a similarly complex organization.

• Equivalent combinations of education, training, and experience that provide the required knowledge, skills, and abilities will be considered.

Preferred Qualifications

• Experience supporting payroll and financial processes.

• Experience providing executive-level administrative support.

• Experience working in a local government or public safety environment.

• Experience coordinating board or commission meetings.

Licenses and Certifications

• Valid driver’s license.

• Must obtain and maintain eligibility for Illinois LEADS Less Than Full Access Certification within six (6) months of hire.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, occasionally required to stand, walk and lift or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral visions, depth perception and ability to adjust focus.

Work is performed primarily in an office and emergency communications center environment and may include periods of elevated noise levels and heightened operational activity during emergency incidents.

Salary: $50,000 - $70,000

Benefits:

Health Benefits: Medical, Dental, Vision & Life Insurance

Paid Leave: Sick leave, vacation, personal time & paid holidays.

Retirement: Illinois municipal retirement Fund (IMRF) and 457 deferred compensation plan

How to Apply

Email cover letter and resume to: Paul Sikorski at [email protected]