Administrative Assistant - General

GOLDER RANCH FIRE DISTRICT • Oro Valley, AZ

1d • Onsite

About The Position

Under general supervision and administrative direction, the Administrative Assistant provides administrative support to a group of departments or a division. Performs a variety of routine and non-routine office and administrative support duties. This position will be assigned to our Operations Support Division at GRFD Headquarters.

Requirements

• Must be 18 years of age or older.
• High school diploma or GED equivalent.
• One (1) year full-time work experience in an administrative support or customer service environment.
• Must possess and maintain a valid Arizona driver’s license with acceptable driving record.
• Ability to engage with all levels of the organization and external partners using effective interpersonal skills.
• Organizational skills and time management; able to manage multiple priorities.
• Effective verbal and written communication using the English language, including proofreading and formatting documents.
• Ability to understand and apply District policies and procedures.
• Proficiency in the use of standard web-based systems, databases, and software applications, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and Adobe Pro.
• Ability to work independently and collaboratively as part of a team.
• Ability to identify process improvement to support organizational effectiveness.
• Familiar with general office equipment and technology

Nice To Haves

• Associate Degree in a business related field from an accredited college or university recognized by the U.S. Department of Education.
• Public Sector work experience.
• Fire Service work experience.

Responsibilities

• Professionally and promptly answers incoming telephone calls using a multi-line telephone system and directs them to the appropriate person or division.
• Greets internal and external customers, accesses their needs, and directs them to the appropriate individual or division.
• Responds to general inquiries about District services and office hours, as well as specific requests.
• Organizes and maintains departmental filing systems and performs various data-entry tasks.
• Prepares: letters, memos, reports, forms, and purchase orders in accordance with District formatting and best practices.
• Supports preparation of agendas and meeting minutes for department, committees, and/or District meetings.
• Executes tasks accurately, efficiently, confidentially, with careful attention to detail while exercising sound judgement.
• Schedules appointments, meetings, and various other District related matters.
• Manages incoming and outgoing mail, parcels, and equipment for the assigned division/department.
• Monitors and maintains office inventory and supply levels for the assigned division/department.
• Assists with District activities, functions, and special projects.
• Demonstrates understanding of, and adherence to, District policies, procedures, and best practices.
• Fosters working relationships with other departments, vendors, and the general public.
• May be responsible for compliance programs such as but not limited to Insurance Services Office (ISO) hourly training requirements and National Fire Protection Association (NFPA) recordkeeping standards.
• Performs other duties and projects, as assigned.

Benefits

• Arizona State Retirement System (ASRS) with employer matching contributions
• Medical, Dental, Vision, and Life Insurances
• Paid Time Off (PTO) accrual at 10 hours per pay period (260 hours per year)
• 12 Paid Holidays annually (birthday included)
• District paid concierge healthcare service for you and your family
• Opportunity for continued education reimbursement
• Option to participate in additional self-funded retirement plans and a variety of supplemental insurance plans

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED