Administration
What the exam tests
Administration covers the officer's management of records, budgets, and daily operations. Know the budget cycle-preparation, approval, execution, and audit-and the difference between operating and capital budgets. Understand records management: run reports, incident reports, training records, apparatus checks, and retention requirements. Know basic procurement principles: purchase orders, competitive bidding thresholds, and separation of duties (the person who orders is not the person who approves payment). Understand span of control (commonly 3–7 with 5 as a guideline) and how it shapes company organization. Recognize the purpose of standard operating procedures/guidelines and the officer's duty to follow and enforce them. Know how to conduct a shift/company inspection and document deficiencies.
Traps to watch
Questions test the purpose of a document or step, not just its name. Watch for confusion between SOPs (guidance) and policies (mandates). Another trap: mixing up the budget phases-execution is spending within the approved plan, not changing it. Also watch for span-of-control numbers and the idea that an officer should not bypass the chain to solve administrative problems.
Rule of thumb
If it isn't documented, it didn't happen. Accurate, timely records protect the department legally and operationally.
Worked example
An officer needs new hose. The correct path is to follow procurement procedure-submit a request through the chain, obtain approval, and use a purchase order-not to buy it personally and seek reimbursement.