Administrative Support Specialist - Training

South County Fire • Everett, WA

4d • Hybrid

About The Position

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.

Requirements

• 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.
• 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.
• 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 RCW 43.43.830.
• Must pass South County Fire prescreening employment checks.

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.
• 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.

What This Job Offers

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