Administrative Assistant

Apply at our career page here: https://www.governmentjobs.com/careers/srfr/

Position Summary

Administrative Assistants provide administrative support and coordination in divisions throughout the District. Work is characterized by a wide range of complex and confidential assignments; responsibilities include researching and compiling data into reports, maintaining departmental databases and coordinating the dissemination of information as it pertains to a specific department.  Incumbents are required to exercise a substantial amount of initiative and good judgment and are expected to work with a high degree of independence. Administrative Assistants often act as the department’s first point of contact when a customer visits and/or calls and the position requires a significant amount of customer service and public contact. Responsibilities and duties will vary by division.

Essential Duties & Responsibilities

• Responsible for reception and front desk services; screen and direct calls 
• Respond to questions regarding District events, policies and procedures; provide guidance and direction to others as it pertains to these events, policies and/or procedures
• Research, compile, analyze and summarize data for divisional use during meetings, budget reviews and/or special events
• Develop, update, maintain and retrieve data from spreadsheets, database programs and/or other sources 
• Maintain electronic and paper-based information, directories and filing systems 
• Utilize and maintain departmental management systems which include verifying data entry for accuracy, managing customer service requests, generating reports and tracking resources
• Assists with financial transactions (e.g. logging incoming checks, back-up assistance for AP/AR, mailing out vouchers, invoicing, reviewing/auditing timecards, remittance advices to venders, etc.) 
• Review and ensure work products for accuracy and completion; provide accurate and confidential data entry and data retrieval including, but not limited to, timesheet verification and database maintenance
• Monitor and track departmental information and accounts including permits, expenditures, budgets, etc.
• Create, update and maintain spreadsheets, documents, invoices, requisitions and agreements ensuring accuracy and compliance to applicable rules and regulations
• Manage and/or coordinate public records requests, records filing and archiving
• Order office supplies and maintain inventory and equipment as required; may act as the point of contact for ordering and coordinate repairs as needed
• Receive and distribute mail; arrange for mail pickup/drop off
• Prepare and disseminate information throughout the District to other divisions, employees and/or the public (e.g. memos, billings, reports, board packets, etc.)  
• Administer and maintain absolute confidentiality of work-related issues, client records and District information
• Issue written communication and mailings; compose, proof, revise documents including agendas, brochures, email, meeting minutes, reports etc.; prepare, assemble and distribute official hearing records, including public notices, letters and legal publications as needed
• Create, schedule and attend meetings as required; transcribe interviews and meeting minutes and distribute as needed
• Collect fees and account information for District services
• Coordinate travel arrangements

Knowledge, Skills & Abilities

• Knowledge of office practices, methods and procedures
• Knowledge of pertinent federal, state and local laws, codes, regulations and statues 
• Knowledge and skill in using a variety of MS Office products; including proficiency in Word and Excel
• Knowledge of and skills in mathematics and statistics
• Knowledge of business correspondence standards including English, grammar, formatting, spelling and punctuation
• Knowledge of the BARS manual account coding system
• Skill in working as a reliable team member, establishing and maintaining effective working relationships with other employees
• Skill in managing multiple projects 
• Skill in providing excellent customer service 
• Ability to communicate clearly and effectively in both verbal and written formats 
• Ability to effectively use word processing, database and spreadsheet software application programs in the course of assigned duties
• Ability to learn new computer programs as necessary
• Ability to meet tight deadlines
• Ability to understand and follow broad and complex instructions
• Ability to exercise considerable judgment and initiative
• Ability to handle sensitive and confidential matters and situations
• Ability to promote co-worker and public trust
• Ability to perform a variety of independent research and analysis
• Ability to establish positive working relationships 
• Ability to maintain confidential information and records
• Ability to demonstrate leadership capability, promoting respect and loyalty within the “chain of command” system
• Ability to operate various office equipment (e.g. phone system, computer, projector, fax, copier, printer etc.)
• Ability to prepare a variety of interoffice communications, correspondence, ordinances, forms, statistics and reports of a routine or special nature
• Ability to prioritize and appropriately schedule assignments or tasks to meet established deadlines
• Ability to multi-task and be flexible 

Minimum Qualifications:

• High School diploma or G.E.D 
• Two years of progressively responsible office and administrative support experience 
• Valid Driver’s License

Benefits:

Snohomish Regional Fire & Rescue offers a comprehensive benefit package including:

• Employer-paid medical, dental, and vision premiums for employee and eligible dependents
• Health Reimbursement Account - employer contributions up to $500.00 per month
• Wellness
• Longevity
• Life and Disability insurance
• Paid leaves (vacation, holidays, and sick)
• Tuition reimbursement
• Education incentive
• State retirement pension
• Deferred Compensation with match up to 4%

It is the policy of SRFR to afford equal opportunity to all employees and applicants for employment regardless of veteran status, race, religion, gender, sexual orientation, age, national origin, disability, nor any other protected class. SRFR provides reasonable accommodation to all applicants who require such accommodation to apply for the position or to perform the essential functions of the job. The District also promotes a drug-free and smoke-free workplace.