Administrative Support Specialist - Training

South-County-Fire; Everett (WA); On-site; USD 42,000 - 64,000; Full time

Job summary

South County Fire seeks an experienced administrative professional to support the Training Division. You will prepare staff reports, agendas, and presentations, attend meetings, and assist in office management. The role requires independent work and reports to the Deputy Chief of Training.

Responsibilities include coordinating training/travel, handling confidential records, and ensuring efficient office operations. A valid WA driver’s license and background check are required.

Qualifications

• High School Diploma 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 a formal criminal background check as required by RCW 43.43.830.
• Must pass South County Fire prescreening employment checks.

Responsibilities

• Applies department policies to organize and coordinate work and relieve management of routine administrative detail.
• Coordinates office activities to ensure maximum efficiency; maintain appointments, calendars, and files.
• Prioritizes and completes multiple projects with potentially competing deadlines.
• Coordinates training and travel arrangements for all personnel and reconciles against policy.
• Completes monthly credit card reconciliation for the division.

Skills

Office coordination

Microsoft Office

Record keeping

Communication

Calendar management

Education

High School Diploma

Tools

Word

Excel

MS Office Suite

Job description

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 Training Division. Responsibilities include preparation of staff reports, agendas, briefing materials, presentations, providing support and attending meetings (may also include boards and Commission meetings), supporting and assisting staff with administrative activities, responding to public and citizen inquiries and office management. This individual must be able to work independently and reports directly to the Deputy Chief of Training.

Supervisory Responsibilities:

None.

Essential Job Duties and Responsibilities:

• Applies specific knowledge of department policies and procedures 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; maintain appointments, calendars, schedules, personnel files and follow-up systems as assigned.


• Prioritizes, manages and completes multiple projects simultaneously, potentially with competing deadlines.


• Coordinates training and travel arrangements for all personnel, to include reconciliation in accordance to policy.


• Completes monthly credit card reconciliation for assigned division.


• 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.


• Manages events on our training platform, arranges and coordinates specific meetings, presentations, conferences or other group events. Anticipates event needs, putting together necessary components and ensuring readiness in advance of the activity.


• Support GI Bill and GI Bill OTJ program, proving certification to the Veterans administration.


• Responds independently to inquiries when appropriate, including the tuition reimbursement process.


• Maintains accurate, complete and easily accessible paper and electronic records and filing systems, including confidential documents.


• Database entry and management into specialty software programs.


• Responsible for keeping management staff informed of any issues that may have an adverse impact on the division so that undue escalations can be avoided and proactive solutions considered.


• Actively seek out professional development and cross-training opportunities.


• Maintains a neat and organized office area.
  
  
  
  • Performs as a back-up to fellow administrative staff.
  
  
  • Performs other related duties and special projects as assigned.
  
  
  • Regular attendance required.
  
  
  
  

Specialty Assignments:

• Back-up to front desk/reception as needed.


• Coordination of regional training classes to include development, advertising, registration, billing and reconciliation.


• Provide administrative support to the Training Division, SCF Fire Training Academy, and Snohomish County Training Consortium as directed.


• Assist with WAC 296-305 annual compliance audits.

Knowledge Of:

• Ability to project an image of professionalism through appearance, cooperation, compatibility, punctuality and enthusiasm.


• Ability to compose, edit and proofread materials utilizing proper English, grammar, spelling and punctuation in paper and electronic formats.


• Ability to learn and proficiently operate office systems and new technology including, but not limited to, Microsoft Office Suite.


• Have knowledge of advanced principles and procedures of record‑keeping, records retention, records management and file management to include both hard copy and electronic documents.


• Ability to provide excellent internal and external customer service.


• Knowledge of laws such as HIPAA and other State and Federal laws related to the maintenance, retention and confidentiality of patient and employment records.


• Strong mathematical and reasoning skills to develop tracking spreadsheets, reports and graphs.

Skills and Ability To:

• Ability to work independently, maintain composure and work effectively in a high-pressure, noisy and/or distracting environment with quickly changing priorities.


• Maintain confidential information.


• Establish and maintain effective working relationships with officials, employees and the public.


• Communicate clearly and concisely, both orally and in writing.


• Ability to plan, prioritize and complete assignments with minimal supervision.

Education and Experience:

High School Diploma 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 a formal criminal background check as required by RCW 43.43.830.

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.

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.

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, at [e-mail]