Administrative Assistant - Front Desk at Snohomish Regional Fire & Rescue – Monroe, Washington

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.

• 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 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

Licenses & Certifications

• Valid Washington State Driver’s License