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

Snohomish Regional Fire & Rescue jobs

Administrative Assistant - Front Desk