Administrative Assistant

Administrative Assistant

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 Director.

Qualifications

Knowledge, Skills and Abilities