Position Information

Support Specialist - Administration
This position is covered under the OPEIU (Office & Professional Employees International Union) Local No. 8 collective bargaining agreement.
 
This recruitment is specifically for Support Specialist - Administration

Positions in this classification are responsible for a variety of complex and specialized clerical office tasks in support of a division. An employee in this classification organizes and performs assigned clerical duties, exercising specialized knowledge; is expected to develop clerical procedures and systems and to be responsible for the flow and completion of assigned work within general guidelines.  (See below summaries for each position in this classification.)
 
 Supervision Received
 Works under the general supervision of the assigned Division Chief or Department Director  according to an established work routine.
 
 Supervision Exercised
 None.

Duties vary by position assignment with incumbents generally performing a combination of several of the following duties:
 
Answers the telephone, routes calls and messages, answers questions concerning procedures and services of assigned division.
 
Greets and assists the public at a front counter area; answers questions, accepts forms and writes receipts for money. May perform blood pressure checks for the general public.
 
Responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons.
 
Prepares forms, memoranda, correspondence and reports on a computer from handwritten drafts, oral or written instructions. Operates computers utilizing a variety of software programs, including database, spreadsheet, and work processing applications, to produce documents with clearly organized thoughts using proper sentence construction, punctuation, and grammar. Duplicates and distributes materials.
 
Prepares and maintains a variety of records, logs and files. Routes and tracks documents and other materials for review and approval; compiles data; maintains books and manuals.
 
Opens, sorts and distributes mail; prepares outgoing mail, including bulk mailings.
 
Enters data on a computer; edits computer records and maintains database files.
 
May perform basic accounting functions to include coding/processing* functions, receipting account receivables, basic data entry including accounts payables invoices, tracking parts and supplies inventories, tracking fixed and small assets, tracking volunteer points, etc.   May also prepare banking deposits; prepare advance travel and imprest fund checks for approval.   * All account coding will be performed under the rules of the Purchasing Policy, and other finance policies currently in effect.    
 
Prepares purchase orders. Orders and maintains office supplies.
 
Operates listed office machines as required.
 
This classification shall fill any of the following designated positions.  Cross-training between these positions is essential to the District's administrative support program.
 
This classification shall provide back-up coverage to the Payroll Analyst classification. Back-up coverage will be assigned to qualified individuals within this classification.
 
The below descriptions are general descriptions of duties only.  Minor functions may not be listed.

 
  • Support Specialist – Administration (reports to Deputy Chief - Administration) Summary: Provides administrative support to the Deputy Chief - Administration including a wide variety of administrative support duties and processes administrative details requiring the immediate attention of the Deputy Chief.  This position manages district administration of District Policy changes, updates and record keeping.  Shall provide backup to the Executive Assistant in supporting Board meetings, agendas, packets, etc. 
 
  • Support Specialist – Finance/Payroll/Front Office (reports to Finance Director) Summary: Provides primary 60 front desk backup covering accrued leave of Support Specialist – Front Office performing all normal front office tasks including phone and counter customer service duties of greeting and receiving the public, processes requests for records.  Provides administrative support to Finance and Payroll including data tracking and entry, filing, presentation and procedures creation and revisions, and ad hoc tasks as assigned. Shall provide payroll processing backup to the Payroll Analyst as requested, on a minimum of a quarterly basis.
  • Support Specialist – Front Office, Station 60, Headquarters (reports to Assistant Chief - Operations)  Summary: Normal front office phone and counter customer service duties of greeting and receiving the public, processes requests for records, provides some administrative support to Operations and Prevention and Education Division, as well as Finance and HR Divisions when requested. Maintains master calendar and schedules community use of fire station facilities. Assigns ride-alongs.  Maintains CPFR master phone lists, employee directory, email groups and other CPFR official documents/resources as assigned. Provides primary 71 front desk backup to include normal front office phone and counter customer service duties.
 
  • Support Specialist – EMS, Station 60, Headquarters (reports to Assistant Chief - EMS) Summary: Provides clerical and administrative support to EMS Division, maintaining incident report log; preparing log of transport incidents, verifying and transmitting electronic data files of transport billing information to Systems Design; maintaining filing of all CPFR incident reports, processes requests for records. Provides additional 60 front desk backup behind the Finance/HR/Front Desk Support Specialist. May record minutes of various district committee meetings. 
 
  • Support Specialist – Prevention/Education/Code Enforcement, Station 71 (reports to Assistant Chief – Prevention & Education)  Summary:  Normal front office phone and counter customer service duties including City of Puyallup operational permitting, as well as clerical and scheduling support for Deputy Fire Marshals.  Maintains data received from outside agencies into RMS/Sunpro software.  Tracks burn permits issued in the District.  Schedules fire prevention functions for schools, training classes for the community, schedules station tours and engine visits.  Prepares fire prevention and safety materials for distribution.  participates in community events, safety fairs, open houses and helmet sales.  Oversees reader board changes at all stations.
 
  • Support Specialist - Training, Training Center (reports to Assistant Chief - Training) Summary:  Provides clerical and administrative support to Training Division, processing outside class requests, advance travel and registrations.  Data entry of training class attendance, posts training announcements.  Provides 60 front desk backup behind the Front Office Support Specialist when that position is providing coverage at Station 71.
 
  • Support Specialist – Finance Division (reports to Finance Director)  Summary:  Performs duties in collecting and entering data (Invoices, Statements, Purchase Orders, etc) for Accounts Payable functions, payroll as well as administrative duties as assigned. May assist with receipting accounts receivables, making bank deposits, etc. and other finance functions as assigned. 
 
  • Support Specialist – Central Stores/Finance (reports to Finance Director)  Summary:  Performs duties in collecting and entering data (Invoices, Statements, Purchase Orders, etc.) for Central Stores functions and other finance functions as assigned.
PERIPHERAL DUTIES
Acts as recorder for Commissioner meetings and/or other District committees.
 
Makes bank deposits as needed.
 
May perform administrative tasks and functions in coordinating food baskets at Thanksgiving and the Nursing/Group Home Gifting Program, as assigned.
 
May be called upon to support HIRL operations during high call volume.  May be called upon to perform as an aide during large scale incidents. May participate in community events, safety fairs, and helmet sales.
Position: Support Specialist - Administration
Organization: Central Pierce Fire & Rescue
Location: Spanaway,  WA 
United States
Salary: $53,052 - $64,512
Posting Start Date: 9/19/2022
Date Posted: 9/19/2022
Requirements Education and Experience
 Any combination of equivalent to graduation from high school or GED equivalent supplemented by business or office practice courses and two (2) years of increasingly responsible related experience.
 
Knowledge of
  1. General office practices and procedures;
  2. Correct punctuation, spelling, grammar and word usage;
  3. Operation of a variety of office machines such as a personal computer and  associated software, 10 key calculator, copier, fax, etc.;
  4. Basic bookkeeping and arithmetic;
  5. Proper methods of handling, receipting and maintaining records of money received and disbursed;
 
 Ability to
  1. Prepare reports;
  2. Demonstrate skill in the application of right to privacy and public disclosure laws, policies and procedures and to maintain confidentiality;
  3. Operate word processing equipment with accurate keyboarding in preparing spreadsheets, letters, memos and other documents, and database management programs;
  4. Operate standard office equipment such as calculators, personal computer, copiers, etc.;
  5. Understand and effectively follow both oral and written instructions;
  6. Deal with the public tactfully and courteously in person and on the telephone;
  7. Initiate, devise and adapt improved work methods and procedures to accomplish work assignments in a timely manner;
  8. Provide office procedures training to inexperienced personnel;
  9. Perform required duties accurately and in an efficient manner;
 
Special Requirements
Employees need to maintain a professional appearance consistent with acceptable office attire.

Candidates must complete formal online application.

Recruitment Timelines
The timeline for this recruitment is set out below.  It is the responsibility of each candidate to be available for each step of the process.  At any point, if you are unable to attend a scheduled step, your application will be withdrawn and you will no longer be eligible to continue in the balance of the process.
  1. Online testing
    1. Testing window from September 19th - October 10th 
      1. Qualified candidates will be emailed regarding scheduling their exam
  2. Oral Board Interviews
    1. October 18th 
  3. TriMetrix DNA Testing
    1. October 20th - 27th   
  4. Chief's Interviews
    1. November 1st   
  5. Background and Driver's License Check
    1. November 2nd - 9th
Status: This listing expires on: 12/18/2022
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Organization Information
Name:
Central Pierce Fire & Rescue
Address:


Spanaway,  WA 98387
United States
Email:
hr@centralpiercefire.org
Phone:
Fax:
Contact:
Suzi Washo

WFC Motto:
To Serve Educate & Lead


WFC Mission:
Providing leadership through service, education and advocacy.