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Under the direction of the Chief Financial Officer, this position performs a wide variety of confidential, advanced, specialized administrative support and customer service duties. Plans, organizes, coordinates and completes administrative projects and tasks as assigned to provide administrative support to VRFA Administration.
ESSENTIAL FUNCTIONS:
- Serve as the confidential administrative assistant supporting Administration relieving department personnel of administrative, clerical, and technical duties as appropriate.
- Coordinates projects and assignments covering a wide variety of subjects, requiring advanced knowledge of applicable policies and procedures specific to the assigned department.
- Maintains knowledge of VRFA policies and procedures, including management policy.
- Assists with maintenance of a variety of confidential files, reports and records to include archiving and retention.
- Provide backup support for public record requests and processing assuring compliance with requirements and provisions.
- Provides customer service at VRFA headquarters by assisting the public at the front counter and over the telephone, answering inquiries or referring them to the appropriate staff member; administers blood pressure checks.
- Screens visitors and phone calls directed to VRFA headquarters.
- Schedules appointments, composes and prepares correspondence, may assist with travel arrangements, and maintains appointment calendars for the Administration.
- Provides information and assistance to the public; resolves or refers complaints directed to VRFA headquarters.
- Maintains budget accounts; keeps fund balance and detailed accounting of expenditures; prepares purchase orders and expense claims; verifies invoices for payment; accounts payable and receivable data entry and related processing; orders supplies and equipment.
- Maintains the VRFA’s petty cash fund and VRFA advanced travel fund.
- Maintains and reviews for completeness time reporting records received from employees and performs payroll data entry.
- Provides backup with administration of the electronic scheduling system to ensure accuracy and compliance
- Prepares written communications in the form of correspondence, reports, forms, fliers, and manuals; enters and retrieves data; creates spreadsheets, presentations, brochures, graphics, and marketing material.
- Processes outgoing mail, including certified and other special mail including courier services.
- Processes and routes incoming mail with a delivery date stamp and timely delivery to recipients.
- Researches and organizes data for preparation of correspondence, reports and special projects.
- Maintains the departmental correspondence and general files.
- Prepares a variety of correspondence, bills, forms, information and inventory sheets.
- Performs photocopying and arranges for printing of VRFA materials and documents.
- Performs other related duties as assigned.
This is a confidential, non-represented, non-exempt, full time position with responsibility for administrative support to the Administration of the Valley Regional Fire Authority.
REQUIRED EDUCATION ANDEXPERIENCE:
Graduation from high school or equivalent, AND three (3) years of successful work-relatedexperience;
OR a combination of education,experience, and training that would indicatethe level of skills, knowledge, and abilitiesrequired to successfully perform of theessential functions of the position.
An Associate’s degree in Business or a relatedfield is preferred.
Experience with Microsoft Office Suite preferred.
Experience in a municipal county or state government is desired.
Successfully pass the required backgroundcheck.
Possess and retain a valid state driver’s license without impending loss at time of appointment.
Closing Date: Open until filled with initial review beginning February 1, 2022
Anticipated Interview dates are February 22 & 24 2022
To apply, please submit all required application materials online at vrfa.org/careers
2022 Hiring Range: $65,549.75 - $72,677.49 plus a generous benefit package
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