Position Description
The Seattle Fire Department is seeking an Administrative Staff Assistant to provide technical, budgetary, and administrative support for the Seattle Fire Department’s Training Division.
The Training Division ASA reports to the Deputy Chief of Training and supervises one Administrative Specialist III and one Administrative Specialist I. This position manages all administrative functions of the Training Division and provides logistical and administrative support to the fourteen assigned operations staff, as well as the rotating cadre of guest instructors and other uniformed members temporarily assigned to the Training Division. This position also ensures that a collaborative environment is created for the enhancement and development of skills and opportunities for the Administrative Specialist I and III.
The Seattle Fire Department Training Division is responsible for providing federal, state, and local training requirements to over 900 uniformed personnel as well as a certified Recruit Training Program for newly hired firefighters. Training for incumbent firefighters and Operations training classes scheduled each year typically exceeds 7000 employee training sessions. Many Operations Training deliverables are scheduled at off-site locations which require a strong level of logistical support. The Recruit Training Program is a 16-week new hire training program requiring extensive coordination between multiple divisions of the Seattle Fire Department as well as State of Washington agencies.
The Administrative Staff Assistant plays a key role in managing internal and external communications, scheduling, coordination, logistics and administrative functions to support the Mission of the Training Division’s work.
This position will operate out of the Joint Training Facility in West Seattle working an in-office, Monday – Friday, 7:00 AM – 3:30 PM schedule. Due to the needs of the division, remote work is not available.
Job Responsibilities

Directly supervise two employees and work collaboratively with the Senior Systems Management Analyst and Facility Supervisor.

Ensure that timelines and commitments of all programs managed by the Training Division are met utilizing Office 365 Suite.

Prepare budgets and project costs, ensuring that Training Division budget goals and objectives are met. Utilize Microsoft Excel and the City of Seattle Summit accounting system to monitor division budget expenses as well as coordinate correct use of account types.

Ensure training record compliance with Federal, State, and County documentation requirements.

Manage and report out the progress status of all probationary firefighters.

• Utilize the LMS Target Solutions to pull status reports.
• Track report submittals in Adobe Acrobat Sign.
• Communicate progress using Excel.
• Draft, edit, and prepare correspondence, department memos, documents, reports, and forms for the Training Division, including the use of Adobe Acrobat Sign in all its capacities.
• Schedule and assist with Training Division calendar development.
• Manage the SFD employee Education Tuition Reimbursement program in Microsoft Excel.
• Manage logistical support for all Training Division supported trainings and member development courses across multiple divisions and with various vendors.
• Coordinate with other Fire Department divisions and sections to ensure personnel needs are met and logistical and equipment issues are managed.
• Track contracting services and oversee encumbered budgetary monies for the Training Division.
• Work with local, state, and national fire service entities as needed to support the Seattle Fire Department’s needs.
• Prepare summary training reports.
• Take minutes at various meetings.
• Assist with public disclosure requests.
• Other duties as assigned.

QualificationsRequires one year of experience in administrative analysis, budget administration or preparation, office management, personnel administration, program administration, as staff assistant, or in a closely related field; and a Bachelor's degree in business or public administration, or another closely related field (or a combination of education and/or training and/or experience that provides an equivalent background required to perform the work of the class).
The ideal candidate will also possess the following experiences and skills:

• Experience training and mentoring others within a work environment
• Experience in a supervisory capacity, ideally in a complex, public and/or unionized organization
• Ability to work effectively on and within a team in a diverse environment
• Strong level of knowledge and experience with MS Outlook, Share Point, Teams, and maintenance of multiple calendars
• Experience using Office 365 or similar project management software to manage multiple projects at once
• Experience applying purchasing standards and requirements
• Experience using a database to accurately create, maintain, and extract data
• Strong level of knowledge and experience using Microsoft Office Suite including Excel to record and/or analyze data and Word to create publication-ready, professionally formatted documents
• Demonstrated ability to build, send, sign, and manage agreements in Adobe Acrobat Sign
• Demonstration of strong verbal and written communication skills
• Ability to multi-task and perform assigned tasks under pressure of deadlines with frequent interruptions
• Ability to lift 30-pound boxes of files
• Experience extracting data from the Summit Accounting system is preferred

Additional Information
Selection steps for this position will include an oral interview and a skills assessment.
The full salary range for this position is $38.46 - $44.83 per hour. The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life, and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website at: https://www.seattle.gov/human-resources/benefits/employees-and covered family-members/most employees-plans
The Seattle Fire Department is looking to create a diverse team of hardworking, committed individuals with a passion for public service and who are deeply aligned with our City's values of Race and Social Justice. The City of Seattle is an Equal Opportunity Employer. Applicants are considered for positions without regard to race, color, religion, creed, sex, sexual orientation, national origin, ancestry, age, disability, marital status, veteran status, gender identity, political ideology, or any other basis prohibited by federal, state, and local laws.