Administrative Assistant Job at Marysville Fire District in Marysville

The Administrative Assistant performs a wide variety of complex confidential secretarial and administrative support functions. Incumbent reports to the Fire Chief and the Finance Director with work reviewed for accuracy, completeness and adherence to established procedures.

Selection Process: The selection process will include: 1) Oral Board Interview; a Computer Skills Test and 2) Background Investigation.

Essential Job Duties And Responsibilities

• Serve as confidential secretary to the Fire Chief including handling confidential and politically sensitive materials, manage research projects, complete information and data requests, develop, write, edit, communications and maintain schedule including organizing calendar and arranging meetings.
• Serve as Administrative Assistant to the MFD Board of Directors.
• Prepare agenda and board packets for the Marysville Fire District Board of Directors and Snohomish County Fire District #12 Board of Commissioners.
• Interprets, communicates, and applies rules, procedures and policies; serves as recording secretary for meetings of the Board of Directors and Snohomish County Fire District #12 Board of Commissioners.
• Prepares minutes of the Board of Directors, and Snohomish County Fire District #12 Board of Commissioners. meetings and conducts, coordinates and/or directs routine follow-up, including indexing of minutes/resolutions, and works cooperatively and in tandem with other administrative support staff.
• Maintain the District's website postings of public business information to include board meeting notices, minutes, agendas, and packets, annual department reports, budget documents, bid documents/advertisements, surplus notices, and interlocal agreements.
• Organize regular board meetings, special meetings, employee recognition events, and annual retreat/board workshops.
• Keep the Marysville Fire District Board of Directors and Snohomish County Fire District #12 Board of Commissioners informed on pertinent business of the Fire District.
• Facilitate registration/travel for Board Members and Snohomish County fire District #12 Board of Commissioners attending workshops, and conferences, etc.
• Prepare, develop, and coordinate the District's annual department report.
• Receives and greets visitors; independently prepares a variety of correspondence, letters, memoranda, reports, and other written materials.
• Provides administrative assistance to special committees.
• Receive and process incoming telephone calls.
• Open and distribute mail.
• Serve as Rider Program Custodian.
• Purchase office supplies as needed.
• Provide assistance, as requested for technology, finance and payroll departments.
• Serves as backup for accounts payable.
• Perform other job-related duties assigned by the Chief and Finance Manager.

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 ability to compose correspondence, reports and articles from general directions and rough notes.
• Requires thorough knowledge of English, spelling, grammar, vocabulary and punctuation.
• Requires ability to perform research, organize and present finding.
• Requires ability to work cooperatively with others as a member of the department team.
• Requires ability to maintain and establish effective and cooperative working relationships with the public and public officials.
• 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.
• Submission to a thorough employment reference check and verification of all applicable certifications.
• Submission to a law enforcement background check.

Knowledge, Skills And Abilities

• Requires a high school diploma or equivalent.
• Requires a typing speed of 50 w.p.m.
• Ability to use a variety of computer applications, including word processing, spreadsheets and database.
• Ability to work in a confidential capacity.

Paid Leave

Vacation - Non Represented Full-Time Staff

• Up to four (4) years of service: 8 hours earned per month.
• From five (5) years to ten (10) years of service: 12 hours earned per month.
• From eleven (11) years to fourteen (14) years of service: 16 hours earned per month.
• From fifteen (15) years plus years of service: 18 hours earned per month.

Vacation - IAFF Members

• Up to four (4) years of service: 9 hours earned per month.
• From five (5) years to ten (10) years of service: 13 hours earned per month.
• From eleven (11) years to fourteen (14) years of service: 18 hours earned per month.
• From fifteen (15) years to twenty (20) years of service: 20 hours earned per month.
• From twenty-one (21) years or more years of service: 22 hours earned per month.

Sick Leave

Employees accrue sick leave at a rate of 11 hours per month for 40-hour per week employees, and 16 hours per month for 24-hour shift employees.

Holidays

In lieu of holidays, employees assigned to a 24-hour shift will receive 144 hours annually, to be scheduled and used in the same manner as vacation leave.

For those employees assigned to a 40-hour weekly shift, the following holidays are observed:

• New Year's Day
• Martin Luther King Day
• President's Day
• Memorial Day
• Juneteenth
• Independence Day
• Labor Day
• Veteran's Day
• Thanksgiving Day
• Day After Thanksgiving
• Christmas Day

Retirement

Marysville Fire District employees are enrolled in the Washington State Department of Retirement Systems and do not pay into the Social Security system. The Fire District will also match up to a maximum 4 percent of the employee’s base monthly wage to one of three deferred compensation plans offered by the District.

Insurance Benefits

The Marysville Fire District provides medical, dental and vision insurance through the Washington Fire Commissioners Association. The District pays 100 percent of medical and dental insurance premiums for the employee, 90 percent of medical insurance premiums for dependents and 85 percent of dental insurance premiums for dependents.

The Marysville Fire District provides a $25,000 life insurance policy for full-time employees.

The Marysville Fire District contributes $1,250 per year into a HRA VEBA Medical Reimbursement Plan for Public Employees and provides an Employee Assistance Program.

Other Optional Benefits

• Members of the International Association of Fire Fighters participate in a medical expense reimbursement plan sponsored by the Washington State Council of Fire Fighters.
• Additional employee-paid life insurance benefits from the Washington State Council of Fire Fighters
• Employee-paid AFLAC supplement insurance programs
• These benefits are subject to change without notice.