Core Values: All employees of South County Fire are expected to hold themselves accountable for upholding and demonstrating our core values at all times: Integrity, Humility, Compassion, Family, and Trust.
Summary: This position performs a wide variety of confidential and specialized administrative duties for the Logistics Division. Responsibilities include preparation of staff reports, agendas, briefing materials, presentations, providing support and attending meetings (may also include board and Commission meetings), supporting and assisting staff with administrative activities, responding to public and citizen inquiries and office management. The individual must be able to work independently and maintain confidentiality. This position reports to and receives direction from Deputy Chief of Logistics. The work is performed with considerable independence and is reviewed through meetings, periodic status reports and results obtained. Performance is evaluated by the Deputy Chief of Logistics through service provided to the public, assigned functions and observation of daily activities.
Supervisory Responsibilities: None.
Essential Job Duties and Responsibilities:
- Applies specific knowledge of department policies and procedures in order to organize and coordinate work and relieve management staff of routine administrative detail; duties may vary according to job assignment.
- Coordinates office activities to ensure maximum efficiency. Responds to telephone inquiries; maintains appointments, calendars, schedules, personnel files, and follow-up systems as assigned.
- Prioritizes, manages, and completes multiple projects simultaneously, potentially with competing deadlines.
- Creates and maintains forms, handouts, internal procedure and policy manuals, database reports using specialized reporting programs; creates graphs, charts, and provides database functionality. Coordinates training and travel arrangements for all division personnel, to include reconciliation in accordance with policy.
- Completes monthly credit card reconciliation for assigned division.
- Takes initiative, uses independent judgment, and assumes responsibility for decisions in performing administrative duties; applies judgment to resolving problems, analyzing data, tracking division issues, and ensuring the effective communication of operational information.
- Plans, arranges, and coordinates specific meetings, presentations, conferences or other group events; anticipates needs, assembles necessary components and ensures readiness in advance of the activity.
- Coordinates special projects and assignments, covering a wide variety of subjects, requiring advanced knowledge of procedures and policies of the assigned division.
- Develops proper report and correspondence layout and grammatical composition and ensures the inclusion of all pertinent information from appropriate sources with attention to detail.
- Answers questions where judgment, knowledge and interpretation of South County Fire policies, procedures, and regulations are necessary; responds independently to inquiries when appropriate.
- Maintains accurate, complete and easily accessible paper and electronic records and filing systems, including confidential documents.
- Database creation, entry and management using specialty software programs.
- Responsible for keeping management staff informed of any issues that may have an adverse impact on the division so that escalations can be avoided, and proactive solutions considered.
- Actively seeks out professional development and cross-training opportunities.
- Maintains a neat and organized office area.
- Performs as a back-up to fellow Administrative Support Specialist and Administrative Assistant.
- Performs other related duties and special projects as assigned.
- Regular attendance required.
Specialty Assignments:
- Back-up to front desk/reception as needed.
- Support inventory tracking, procurement workflows, and supply chain logistics as needed.
- Coordination and support of Operative IQ software and related software/hardware.
- Assists with compliance of the annual RFA asset inventory/audit.
- Operates RFA vehicles as necessary to perform the duties of the position
Qualifications:
Knowledge Of:
- Advanced principles and procedures of record-keeping, records retention, records management, and file management to include both hard copy and electronic documents.
- Laws such as HIPAA and other State and Federal laws related to the maintenance, retention and confidentiality of patient and employment records.
Skills and Ability To:
- Project an image of professionalism through appearance, cooperation, compatibility, punctuality, and enthusiasm.
- Compose, edit, and proofread materials utilizing proper English, grammar, spelling and punctuation in paper and electronic formats.
- Learn and proficiently operate office systems and new technology including, but not limited to, personal computers, printers, application software including Microsoft Office products, multifunction copy/scan/fax machines as well as other common office equipment.
- Work independently, maintain composure, and work effectively in a high-pressure, noisy and/or distracting environment with quickly changing priorities.
- Learn and utilize specialty computer software programs and other relevant software to complete assigned work.
- Maintain confidential information.
- Establish and maintain effective working relationships with officials, employees, and the public.
- Type and/or enter data at a speed of 40-50 wpm necessary for successful job performance.
- Demonstrate excellent organizational and multi-tasking skills.
- Communicate clearly and concisely, both orally and in writing.
- Provide excellent internal and external customer service.
- Plan, prioritize and complete assignments with minimal supervision.
- Strong mathematical and reasoning skills to develop tracking spreadsheets, reports and graphs.
Education and Experience:
- Associates degree or equivalent and three years of experience as an office manager, project coordinator, or administrative assistant or an equivalent combination of related education and experience.
- Proficiency in Word, Excel and MS Office Suite required.
- Must have and maintain a valid Washington State Driver’s License with acceptable driving record.
- Must pass South County Fire prescreening employment checks.
Physical Demands:Office activities require ability to sit for long periods of time and move throughout the office; ability to perform manipulative skills required for word processing and data entry; ability to lift and carry various office/training supplies and equipment (up to 20 pounds); ability to stoop, kneel and bend; ability to read computer screen, various documents and forms; hearing and speech abilities to effectively communicate and perform duties. The employee must be able to effectively operate computers, related software, printers, calculator, fax machine, postage meter, multi-line telephone system, and copiers.
Working Conditions: While a large percentage of time is spent in an office setting, the employee may drive to stations and other local areas to pick-up/deliver supplies.
The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.
South County Fire is committed to the full inclusion of all qualified individuals. As part of this commitment, South County Fire will ensure that reasonable accommodations are provided upon request to persons with disabilities. If reasonable accommodations are needed to participate in the application, interview, or testing process, please contact the HR Manager, atHR@southsnofire.org
