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Administrative Assistant

EASTSIDE FIRE & RESCUE

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EASTSIDE FIRE & RESCUE ISSAQUAH, WASHINGTON EMPLOYMENT OPPORTUNITY :

ADMINISTRATION ASSISTANT (full-time) 


General Summary: The Administration Assistant works at the direction of the Executive Administration Assistant (EAA) and is responsible for assisting and supporting the functions of the Agency. The position reports to and is evaluated by the EAA, and is responsible for the completion of all assigned tasks in a confidential and effective manner. This position works with minimal supervision, prioritizes work schedule, meets critical deadlines, and is expected to complete daily work with minimal instructions and/or guidelines. 

 

Essential Job Functions:

  • The Administration Assistant must recognize some aspects of the job are confidential in nature. Dealings with confidential material and/or inquires shall be kept in confidence by the employee.
  • Responds to inquiries from internal/external customers when information requested is specifically provided and known, such as records requests, published records, specific directories and procedures, and calendar of events.
  • Provides exceptional customer service and professionalism.
  • Applies general knowledge of clerical and administrative matters to perform independently, regular and recurring activities requiring considerable knowledge of the functions, procedures and purpose of the area to which assigned.
  • Performs complex assignments in specialized functions under direction and supervision. Develops and organizes workflow within the assigned project and provides written document on procedures and processes as needed.
  • As directed, compiles and reviews data from varied sources and makes summary reports as required. Maintains follow up systems on reports and documents requiring action on a periodic basis.
  • Prepares, attends, participates, and/or takes minutes at assigned meetings and events with minimal supervision. 
  • Proofreads own materials to ensure proper layout, arrangement, grammatical composition, and inclusion of all pertinent information from the source. May assist in proofreading the work of others.
  • Provides front desk coverage.
  • May perform a wide variety of account payable/receivable procedures.
  • Maintains varied office filing systems and records.
  • Operates and maintain a variety of office machines (e.g., photocopier, fax, computer, etc.).
  • Schedule use of facilities by external customers and occasionally, coordinating use of fire stations by external customers. 
  • May be responsible for timely and proper distribution of all incoming mail; Shipping and receiving packages.
  • Assists, prepares, tracks, coordinates and responds to ongoing tasks and other duties as assigned under the direction of the EAA or designee.


Knowledge, Skills, and Abilities: 

  • Requires knowledge of the field of assignment and physical ability sufficient to perform thoroughly and accurately the full scope of responsibility.
  • Requires knowledge and ability to work on special projects and tasks which call upon specialized abilities and knowledge possessed by the employee.
  • Requires exceptional customer service skills and professionalism.
  • Requires ability to exercise good judgment at all times and under stress.
  • Requires arithmetic ability to accurately calculate decimals and percentages.
  • Requires ability to communicate effectively, both verbally and in writing; ability to follow verbal and written instructions.
  • Requires ability to prepare for and take effective minutes during meetings.
  • Requires ability to operate standard office equipment.
  • Requires proficiency in Microsoft Office programs, including the ability to assist others on same.
  • Requires ability to work under pressure and to meet deadlines.
  • Requires ability to serve the public in a manner conducive to positive customer relations, in situations which may be stressful.
  • Requires ability to establish and maintain effective working relationships with supervisor, other employees both within and external to the Agency, and the public in general.
  • Requires ability to work with frequent interruptions.
  • Skill in planning and coordinating events.
  • Ability to carry out bookkeeping duties.
  • Knowledge and ability to learn purchasing, projects and contract administration, accounting, fixed assets, and records retention.
  • Knowledge and ability to learn and comply with RCWs, WACs, and federal/state grant guidelines. 

 

Education and Experience: 

  • High school graduate or GED is required, supplemented with a minimum of two (2) years experience in a similar work situation.
  • Associate’s degree in related field and experience in public sector is preferred.
  • Required to obtain and maintain a valid Washington State driver’s license and a good driving record as identified in Agency policy. 


Physical Requirements:

  • Shall be able to read a computer screen, and various reports, letters, documents, and training materials.
  • Must be able to drive personal and Agency vehicles.
  • Shall be able to frequently communicate, express one’s self, convey, converse, and exchange information with others.  
  • Shall be able to remain in a stationary position for long periods.
  • Frequent movement is necessary in an office setting, in meetings, at conferences, etc.
  • Frequently ascends/descends stairs; occasionally positions self to reach high/low work spaces; occasionally kneels; seldom stoops, crouches, or crawls.
  • Shall be able to move, transport, and/or position, material up to 25 pounds.
  • Constantly operates a computer and other office productivity machinery (e.g., calculator, copy machine, computer printer, etc).
  • Constantly works in an indoor office setting; seldom works in outdoor weather conditions.
  • Shall successfully pass the Agency’s pre-hire background, psychological evaluation, and medical physical to include a drug screen.

 

Working Conditions:

Normally works a 40-hour week. The work schedule may be adjusted to meet the needs of the Agency.  Work may require evening, weekend, and holiday duty.  Most work performed in an office environment, including various meetings and conferences.  Standard office equipment is utilized.

Emergency/Alternate Work Schedule: 

To ensure the Agency workforce is protected and to ensure the continuity of operations, the employee may be required to work an alternate work schedule in the case of an emergency (e.g., epidemic, severe weather conditions, or other emergency situations).  

Benefits: 

Eastside Fire & Rescue provides employees with benefits including, but not limited to, membership into the Public Employees Retirement System (PERS), medical and dental insurance for employees and dependents, Health Reimbursement Arrangement, deferred compensation (457b) retirement plans with Employer match to employee’s investments, vacation leave, education incentive, tuition assistance, short term disability, and eleven paid holidays plus two additional floating holidays per year. 

Employees are on probation the first 12 months of employment. 

2018 Salary:   $4,726.38/month 

Additional Information: Applicant hired is required to become a member of Local 2878 of the International Association of Firefighters within 30 days of employment, unless the applicant claims the right of non-association under RCW 41.56.

Application Process: 

Candidates are required to submit: 

  • Employment application 
  • Structured resume 
  • Complete driver’s abstract
  • Photocopy of high school diploma or GED
  • Photocopy of valid driver’s license 

 

 Application packets may be obtained online at www.eastsidefire-rescue.org. 

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Posted: Feb 16, 2018,
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