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Job Summary:
The Administrative Assistant 1, for North County Regional Fire Authority, is an administrative support position with the RFA.
Under the supervision and direction of the Fire Chief/Deputy 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.
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.
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.
Working Conditions/Physical Demands:
• Requires ability to move throughout the office on a consistent basis. Must be able to life 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.
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.
Visit North County Fire/EMS Website for information on how to apply www.northcountyfireems.com.
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