Vashon Island Fire and Rescue
Vashon Island Fire and Rescue

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Vashon Island Fire and Rescue

Full-time job opportunity as a Receptionist/Administrative Assistant.
This position supports the District’s administration, including the Chief, Assistant Chief, and District Secretary. Tasks and responsibilities include a broad range of office management and organizational tasks from reception and interaction with our community to various secretarial, accounting (mostly data entry), and employee support roles for the day-to-day operations of the District. Applicant must be reliable, detail-oriented, and able to work independently. Hours are assumed to be 8:00 a.m. – 5:00 p.m. Monday through Friday. $50,856 annual salary with medical and retirement benefits. 

INSTRUCTIONS:  Completed applications, including the Structured Resume Questionnaire (follow this link to access Questionnaire).  The Structured Resume should be uploaded in the Resume upload box of this online application. If you wish to also include a cover letter and traditional resume you may upload those documents as a single file into the “Cover Letter” upload box. The job posting will remain open until filled.

Due to potential Federal mandates and upcoming Board of Commissioners Discussions, it may become a requirement for employees of Vashon Island Fire and Rescue in this position to be Vaccinated against COVID. Medical and Religious Exceptions and Accommodations can be reviewed on a case-by-case basis. 

JOB TITLE:  ADMINISTRATIVE ASSISTANT

 

Position Summary

1.1    The employee assigned to this position must perform varied clerical, financial and public service work, with a variety of accounting, posting, typing, records maintenance, filing, event planning, project management, and counter and telephone contact with the public, as well as related office responsibilities. Individuals assigned to this position are expected to show professional conduct, discretion, and confidentiality in their duties. Individuals assigned to this position are expected to be self-motivated and able to work proactively with minimal direction. This is a full-time, non-exempt clerical support position, reporting directly to the Fire Chief, or as may be delegated.

2.0       Distinguishing Characteristics of the Class

2.1    This class is in the Administrative Staff category with assignments that reflect increased variety, complexity, need for research, initiative, and judgment to resolve non-routine issues and questions. An Administrative Assistant is typically expected to understand the work processes, procedures, and regulations of the assigned duties, and/or demonstrate a proficient level of expertise in office operations and equipment.  The work of an Administrative Assistant is performed within established guidelines.  The position involves working independently and making independent decisions. Direct instructions are limited to special assignments.

2.2    This position requires a high degree of communication skills, both written and oral, including presentation skills before both internal and external audiences. In working with different groups this position demands diplomacy, listening and problem-solving skills, and the ability to carry forward the District’s position in a professional and positive manner to both District members and the public. To perform this job successfully, an individual must be able to perform each essential duty thoroughly and acceptably. The incumbent must consistently respect the individual values of all departmental employees and members of the community, without public or private ridicule. They must effectively communicate, build rapport, and relate well with diverse populations by providing good customer service with the community by anticipating, meeting and exceeding customer needs, wants and expectations. The individual must demonstrate self-control and ability to manage time and priorities, with minimal supervision. They must demonstrate the ability to meet and deal with the public and staff in a pleasant, courteous, and professional manner, and at times, during stressful situations. They must have the skill and ability to maintain confidentiality and discretion, when assisting with personnel, medical, or other sensitive information.

3.0       Required Minimum Qualifications, Licensing, and Requirements

3.1    This position requires a high school diploma or equivalent and college coursework in accounting, or a closely related field; graduation from an accredited college or university with a degree in one of these areas is desired. Education must be supplemented by three years of increasingly responsible administrative experience. Any combination of education and experience may be substituted as long as it provides the desired skills, knowledge, and abilities to perform the essential functions of the job.

3.2    Employment requirements include:

  • Successfully pass a medical examination including drug and alcohol screening, credit check, and criminal background check.
  • Upon employment and while employed, hold, and continuously maintain a valid Driver’s license or Washington state ID card.
  • Be insurable under District’s existing vehicle and umbrella liability insurance carrier.

3.3    Trainings to be completed immediately upon hire:

  • Health Insurance Portability and Accountability Act (HIPAA)
  • Open Public Meetings Act (OPMA)
  • Public Records Act (PRA)
  • Springbrook (previously known as BIAS or other accounting software)
  • Department of Retirement Systems Employer Reporting Application (DRS ERA)

4.0       Preferred Qualifications, Licensing, and Requirements

  • Experience / proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint, Teams, etc.) and file sharing PC systems.
  • Languages: Spanish oral and written
  • Social Media Experience
  • Experience with or capable of learning data-entry systems such as DRS ERA, Springbrook or other accounting software, Bamboo or HRS software, website or HTML, and other online account systems.

5.0       Knowledge, Skills, and Abilities

5.1    The requirements listed below are representative of the knowledge, skills, and/or abilities required. The individual in this position must have the skills, ability, and willingness to:

  • Participate as a team member.
  • Type at an acceptable level of proficiency as required by the position and have advanced computer experience by demonstrating skills in office management software, such as word processing, spreadsheet programs, and cloud-based database programs.
  • Work independently, demonstrate time management and organizational skills, and work under stressful conditions.
  • Demonstrate proficiency in a wide variety of clerical tasks, such as letter composition, proof-reading, minute taking, report formatting, basic bookkeeping, filing, record-keeping, English grammar and spelling.
  • Proficiently operate, monitor, and educate others as to the function and services of standard electronic office equipment, such as photocopy machines, laminators, voice recorders, fax machines, postage meters, multi-line phone systems and computers.
  • Establish, manage, and execute daily priorities.
  • Recommend and implement procedures concerning office efficiency.
  • Establish and maintain effective working relationships, as required by the work assignments.
  • Read, understand, interpret, explain, follow, and apply available policies, guidelines, and procedures for various administrative and operational requirements.
  • Possess skills and independent research and judgment abilities to carry out various special projects.
  • Demonstrate knowledge of basic principles and practices of clerical accounting and bookkeeping, as required by the position.  Perform basic accounting and mathematical computations, including but not limited to, addition, subtraction, multiplication, division, fractions, decimals, and percentages.
  • Maintain high quality skills for this position through classes, seminars and conferences, as provided by the District.
  • Communicate effectively in the English language, orally and in writing, to customers or members of the organization.
  • Draft appropriate and clear emails and other District documentation.
  • Maintain knowledge of the District and Community Resources.
  • Consistently and effectively communicate District branding through written and oral communications.

6.0       Performance Standards

  • Quarterly check-ins for first year of employment to be integrated into the District-wide review system which includes peer reviews, supervisor review, and a self evaluation.
  • Check-ins and reviews will focus on quality of work, attendance, and ability to meet expectations.

7.0       Working Conditions/Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with limited disabilities; however, accommodations may not be available for the essential functions listed, due to bona fide occupational requirements.

While performing the duties of this job, the employee is regularly required to sit, use hands to handle or feel objects, tools or controls, reach with hands and arms, as well as speak and hear.  The employee is frequently required to stand, walk, stoop and kneel.  The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

While performing the duties of this job, the employee regularly works under some of the conditions described above.  Work is normally performed indoors in an office environment.

At times, the employees may find themselves in psychologically demanding environments, involving emotional, psychological, or medical stress.  The noise level is usually quiet, however, can be loud at times during emergency calls transmitting throughout the fire station.

8.0    Examples of Work

Public Relations

  • Opens and Closes the Office M-F 8am – 5pm
  • Serves as the District’s initial person of contact by receiving and appropriately directing phone calls, visitors and vendors, and answering questions on District policies, procedures, guidelines and/or regulations.
  • Uses intercom, or if necessary 9-1-1 to dispatch duty crews to come to the front lobby for walk-in aid patients. 
  • Assists in coordinating annual public events i.e., Open House, Fire Prevention Week, and Awards banquet(s).
  • Assembles and prepares public supplies such as File of Life, address signs, and burn permits.
  • Oversees the sale of address signs; orders supplies as needed.
  • Schedules room usage, rentals, and station tours per District policies; invoices and receipts funds for room rentals by outside groups or individuals. 

Administrative Clerk/Front Office

  • Maintains Calendars
  • In the absence of the District Secretary, provides secretarial back-up duties related to Commissioners’ meetings (agenda preparation and distribution, copying, scanning and assembling Commissioner packets, taking minutes.)
  • Collects both outgoing and incoming mail from the Post Office.
  • Receiving clerk for incoming deliveries, notifying requestor and following up to check for completeness of order and retrieving signed packing slip from requestor.   

Purchasing

  • Serves as the District’s Purchasing Agent.  Duties include finding the best suppliers and placing orders using appropriate budget line item.
  • Provides control, monitoring, and implementation of inventory system(s).
  • Orders and maintains Washington State Ferry tickets, communicating District process and rules to volunteers. 

Accounts Receivable

  • Records and assists in reconciling all cash and receipts with petty cash (in drawer). 
  • Enters miscellaneous receipts of monies into related database under proper budget line item and in accordance with District financial policies. 

Accounts Payable

  • Processes the weekly accounts payable cycle utilizing BARS ensuring bills are paid in a timely manner and are paid in compliance with the District’s purchasing policy.
  • Acts as the liaison between vendors and District staff regarding issues of account balances, credits, duplicate billings and/or other discrepancies in same.
  • Assists with data entry for invoices for payment and purchase orders for accounts payable.
  • Sorts and Distributes AP vouchers and checks.
  • Maintains, tracks, and accounts for all District credit cards, store credit accounts, and travel receipts.

Payroll

  • Maintains all District documentation, tracks, and processes volunteer stipend reimbursement.
  • Assists District Secretary with Department of Retirement Systems reporting, member updating, and payment.
  • Assists District Secretary with employee payroll submission and processing of direct deposits.

Records

  • Receives and records Record Requests and Citizen Complaints.

Other Duties

  • Performs special assignments and miscellaneous job-related duties as requested.

 

Comments:

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 to otherwise balance the workload. The omission of specific statements of duties does not exclude them from the position, if the work is similar, related or a logical assignment to the position.

 

  

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Vashon Island Fire & Rescue
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