The North County Fire/EMS is seeking an Administrative Assistant I or II. For full details and requirements for each level, please see the job posting website directly. The Administrative Assistant I job duties are outlined below.
The Administrative Assistant 1, for North County Regional Fire Authority, is anadministrative support position with the RFA.
Under the supervision and direction of the Fire Chief the Administrative Assistant 1 will assist on a variety of administrative matters relating to department administration, perform a variety of administrative support duties which require proficiency in keyboarding, record keeping, communication and a high degree of confidentiality. This position deals with case–sensitive and occasionally controversial issues affecting the public, employees, and administration.
Essential Duties and Responsibilities:
• Receive incoming telephone calls
• Process incoming mail and correspondence
• Greets visitors and the general public
• Filing of Accounts Payable Vouchers/Mail Accounts Payable checks
• Prepare and send meeting agendas/reminders
• Meeting notetaker
• Setup and scheduling of meeting rooms
• Fleet Management data entry
• Orders/Delivers supplies/coordinates deliveries for all departments as needed
• Coordinating the ordering of uniforms for new/existing employees
• Assists with special events
• Schedules appointments for facility maintenance & repairs
• Administrative support for the NCRFA Fire Academy (accounts receivable,
coordination of Academy required educational support materials
• Acts as Information Technology liaison between employees and IT support
• Ability to navigate and post website and social media management as guided
• Arrange for travel and accommodations of RFA employees and Commissioners
• Attend training as assigned
• Perform other job–related duties as assigned by the Deputy Chief or Fire Chief.
• Receive incoming telephone calls
• Process incoming mail and correspondence
• Greets visitors and the general public
• Filing of Accounts Payable Vouchers/Mail Accounts Payable checks
• Prepare and send meeting agendas/reminders
• Meeting notetaker
• Setup and scheduling of meeting rooms
• Fleet Management data entry
• Orders/Delivers supplies/coordinates deliveries for all departments as needed
• Coordinating the ordering of uniforms for new/existing employees
• Assists with special events
• Schedules appointments for facility maintenance & repairs
• Administrative support for the NCRFA Fire Academy (accounts receivable,
coordination of Academy required educational support materials
• Acts as Information Technology liaison between employees and IT support
• Ability to navigate and post website and social media management as guided
• Arrange for travel and accommodations of RFA employees and Commissioners
• Attend training as assigned
• Perform other job–related duties as assigned by the Deputy Chief or Fire Chief.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Requires extensive knowledge of general office procedures plus familiarity with the general principles of public administration and organization.
• Requires thorough knowledge of English, spelling, grammar, vocabulary and punctuation.
• Requires ability to work cooperatively with others as a member of the department team.
• Maintain strict confidentiality with sensitive department information.
• Working knowledge of Microsoft Office products and software.
• Ability to compose effective correspondence independently.
• Ability to take notes quickly and accurately.
• Requires ability to maintain and establish effective and cooperative working relationships with the public and public officials.
• Requires ability to prioritize work, mesh numerous assignments, cope with interruptions, last minute changes and rigid deadlines.
• Requires ability to work independently from general instruction and broad work expectations.
• Requires ability and willingness to work through lunch meetings, work late, attend evening or early morning meetings as required.
• Requires ability to deal with the public in stressful situations.
• Requires ability to project an image of professionalism through appearance, cooperation, compatibility, punctuality and enthusiasm.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Requires extensive knowledge of general office procedures plus familiarity with the general principles of public administration and organization.
• Requires thorough knowledge of English, spelling, grammar, vocabulary and punctuation.
• Requires ability to work cooperatively with others as a member of the department team.
• Maintain strict confidentiality with sensitive department information.
• Working knowledge of Microsoft Office products and software.
• Ability to compose effective correspondence independently.
• Ability to take notes quickly and accurately.
• Requires ability to maintain and establish effective and cooperative working relationships with the public and public officials.
• Requires ability to prioritize work, mesh numerous assignments, cope with interruptions, last minute changes and rigid deadlines.
• Requires ability to work independently from general instruction and broad work expectations.
• Requires ability and willingness to work through lunch meetings, work late, attend evening or early morning meetings as required.
• Requires ability to deal with the public in stressful situations.
• Requires ability to project an image of professionalism through appearance, cooperation, compatibility, punctuality and enthusiasm.
Education and/or Experience
• High School diploma or GED equivalency, required.
• Minimum of two years’ experience in a position with similar duties and responsibilities with a public agency preferred.
• A combination of education, training and experience which provides the same knowledge and practice as a degree and experience.
• High School diploma or GED equivalency, required.
• Minimum of two years’ experience in a position with similar duties and responsibilities with a public agency preferred.
• A combination of education, training and experience which provides the same knowledge and practice as a degree and experience.
Working Conditions/Physical Demands:
• Requires ability to move throughout the office on a consistent basis. Must be able to lift and carry office supplies and equipment weighing up to 20 pounds.
• Requires manual dexterity and visual acuity to operate a personal computer and other standard office equipment. Position requires hand manipulative skills for word processing and writing.
• Requires ability to utilize telephone system. Must be able to hear verbal conversations over the phone.
• Requires ability to drive an automobile.
• Requires manual dexterity and visual acuity to operate a personal computer and other standard office equipment. Position requires hand manipulative skills for word processing and writing.
• Requires ability to utilize telephone system. Must be able to hear verbal conversations over the phone.
• Requires ability to drive an automobile.
Special Requirements:
• Must be a U.S. Citizen or have a valid working permit.
• Requires a valid Washington State Driver’s License and a driving record acceptable to the department’s insurance carrier.
• Ability to pass a comprehensive background check.
• Must be a U.S. Citizen or have a valid working permit.
• Requires a valid Washington State Driver’s License and a driving record acceptable to the department’s insurance carrier.
• Ability to pass a comprehensive background check.
The statements contained herein reflect general details as necessary to describe the functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all–inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work period, or otherwise to balance the workload.