Skip to main content

Administrative Assistant

Job Type:

Full-Time

JOB DESCRIPTION:

The administrative assistant reports directly to the office manager and may be directed by the fire chief and other chief officers in some aspects of their work.

Work Schedule: 40 hours per week, Monday – Friday, 0800 -1700, as set by the fire chief.

SALARY: $21.16 per hour; $44,013 annually

BENEFITS:

  • Medical benefits, up to $900.00 per month
  • 8 hours of paid sick leave per month
  • 11 paid holidays per year
  • 2 weeks of paid vacation per year
  • FMLA
  • Washington State PERS retirement benefits
  • Employee Assistance Program (EAP)
  • Tuition reimbursement, up to $600.00 per year
  • Aflac (optional)

DUTIES, RESPONSIBILITIES, AND JOB FUNCTIONS

The administrative assistant is responsible for covering the public reception area of the district administrative office. The administrative assistant may be required to perform a wide variety of support duties that include, but is not limited to; planning, coordinating, organizing, and completing administrative projects and details not requiring the immediate attention of the office manager; performing daily office activities to relieve the office manager and the fire chief of administrative details as needed.

The administrative assistant may be required to deal with unusual situations and irate and/or difficult individuals, requiring conflict management skills. This person is required to maintain professional composure and demonstrate tact, patience, and courtesy at all times. 

Responsibilities and duties of the position include, but are not limited to the following:

RESPONSIBILITIES

  • Answer phones in a friendly and courteous manner. Taking messages and/or redirecting calls.
  • Front desk reception greeting customers and members, and providing general customer support.
  • Sort and distribute incoming mail and prepare outgoing mail.
  • Cash receipting.
  • Pick up and deliver various department items when necessary.
  • Preparation and/or maintenance of district correspondence, publications, training and attendance records, inventories, and filing systems.
  • Review and proofread documents, records, and forms as necessary.
  • Operation of various computer programs utilized in the management of the department and data entry as assigned.
  • Make copies and fax information as required.
  • Prepare and package items for shipment.
  • Maintain the district building-use calendar.
  • Update district website and social media platforms.
  • Order supplies, uniforms, gear, and equipment for the department as directed and approved; generate purchase orders.
  • Inventory management – catalog, organize, distribute, and issue supplies and inventory, including district uniforms.
  • Event organizing, planning and preparation.
  • Restock office supplies and maintain clean office space, including common areas of administrative office.
  • Perform other duties as assigned.

REQUIREMENTS

  • Maintain a current driver license and personal auto insurance.
  • Ability to communicate clearly and effectively over the telephone and through email.
  • Ability to operate office machines including; computers, copy/fax machine, printer, calculator, etc.
  • Extensive experience in Microsoft Office (Outlook, Word, Excel, Publisher, PowerPoint).
  • Basic knowledge of website maintenance.
  • Thorough knowledge of English, spelling, grammar, vocabulary, and punctuation.
  • Ability to communicate effectively, both orally and in writing, and to maintain confidentiality pertaining to certain documents.
  • Ability to project an image of professionalism through appearance, cooperation, compatibility, punctuality, and enthusiasm.
  • Ability to prioritize numerous assignments and cope with interruptions, last-minute changes, and rigid deadlines. Requires broad work experience and the ability to work independently with minimal supervision. Requires skills in composing correspondence and reports and transcribing from rough drafts.

PHYSICAL DEMANDS

  • Ability to sit, talk, hear, move about and manipulate, grasp, operate or control objects, tools, and machines.
  • Ability to lift and/or move regularly objects weighing up to ten pounds. Occasionally lift objects weighing up to 25 pounds.

WORKING CONDITIONS

  • Most work occurs in a typical office environment and working conditions. The noise level in the office setting is typical of most office environments, and no hearing protection is required.

Job Type:

·         Full-time

Education:

  • High school or equivalent (Preferred)

Experience:

  • Microsoft Office: 2 years (Preferred)
  • Customer Service: 2 years (Preferred)

Work Location:

·         In person