Executive Administrative Assistant

Executive Administrative Assistant

Position Title:

Executive Administrative Assistant

Status:

FLSA Non-Exempt, Full-Time

Hours:

Generally Monday-Friday, 40 Hours/week, occasional evenings/weekends may be required.

Salary:

17.50 to 22.00/hour depending on qualifications

Benefits:

Vacation Time, Sick Time, Insurance (Health, Dental & Vision), MO Lagers Pension (L7 3:1)

General Description of Work:

The Executive Administrative Assistant will generally provide support for the Fire District’s office operations under the direction and supervision of the Fire Chief/District Administrator; serving all Senior Staff and the Fire District Board of Directors.

The Administrative Assistant must be able to perform all the essential duties required by the position, with or without reasonable accommodation.

This job description generally describes the principal functions of this position, the level of knowledge and skill typically required, and the scope of responsibility but is not an all-inclusive list of work requirements or assignments.

Applicants must be able to pass a criminal background check, handle confidential information appropriately, and represent the District professionally.

1. Administrative Responsibilities

• Greet visitors and guests professionally, while maintaining a pleasant, professional attitude with customers, the public and co-workers
• Perform general clerical functions as directed including but not limited to: Process multiple phone calls simultaneously; direct calls and take accurate messages; answer incoming calls promptly, courteously, and professionally; accurately handle all incoming and outgoing emails
• Correctly distribute various mail items as required
• Manage the District’s Records Management System
• Serve as a representative of the Fire District in disseminating information regarding District operations and activities to citizens, visitors, community and professional organizations as required
• Maintain and assist others in maintaining a variety of files – both physical and electronic, including training, scheduling, compliance paperwork, events and activities, and equipment records as required
• Assist and maintain/update the Districts’ website content and social media accounts. Manage the Facebook page, including posting regular updates, engaging with relevant community and partner content, and creating/managing event postings
• Assist with elections, testing, special reports and other administrative functions as required
• Assist inspection staff with both, scheduling appointments, and managing inspection reports to ensure their timely distribution to all parties involved
• Create, send, and process permits and permit invoicing. Responsibilities include tracking invoices and payments Emergency Networking or like software, communicating with homeowners and property management companies as needed, and distributing final inspection reports as completed.
• Assist in Fire Administration’s preparation for monthly Fire Board meetings and other functions as required
• Maintain office supplies, equipment, facilities availability and logo wear inventory
• Assist with entering incident reports, training records, and special administrative projects – which may include preparing and distributing flyers, creating RSVP tools, organizing supplies and decorations, and assisting with event set-up and tear-down as needed.
• Assist with the creation and distribution of the monthly digital newsletter
• Other duties as assigned by the Fire Chief/District Board of Directors

2. Required Education, Qualifications and Skills

• High School diploma or equivalent, required
• Demonstrate strong communication, organization and customer service skills
• Ability to manage multiple tasks simultaneously, meeting deadlines, while coping with a high workload with minimal sensitivity to stress
• Demonstrate courtesy, politeness, neat appearance, and good personal hygiene
• Demonstrate an ability to work well with varied, culturally diverse, and sometimes demanding

people; ability to work both independently and as a member of a team

• Proven proficiency with computers, copiers and general office equipment
• Demonstrate a working knowledge and ability to operate a variety of computer software programs including Microsoft Office, Microsoft SharePoint, Intuit QuickBooks, and fire service-related Report Management Systems (RMS) (preferred)
• Demonstrate dependability and collaboration
• Demonstrate good spelling and grammar, accuracy with numbers
• Demonstrate skill in reasoning with and using oral and written language in English
• Reliable, dependable and flexible; able to work occasional evenings or weekends as needed for community events or in high fire seasons; demonstrate flexibility to react quickly and appropriately to challenging situations
• Must have the ability to read and understand governmental publications and simple legal documents, in the English language
• Must be able to properly handle sensitive, confidential, personal information
• Must represent the Fire District in a professional and reputable manner

3. Working Conditions

The noise level in this position is moderate/office.

Work is generally scheduled Monday through Friday (08:00 to 17:00), including two 15-minute breaks and one (1) 30-minute lunch period, but some weekend and evening work may be required.

While performing the duties of this job, the employee is frequently required to sit, talk, hear, reach with hands and arms, and use hands or fingers to handle or feel objects or controls.

The employee is occasionally required to walk, stand, kneel or crouch.

Physical demands are described as sedentary, although employee may occasionally need to exert up to twenty-five (25) pounds of force and/or negligible amount of force to lift, carry,

push, pull, or otherwise move objects.

Position involves sitting most of the day, but may involve walking, standing for brief periods of time. Data entry and other tasks may require sitting at a computer for long periods of time.

Specific vision abilities include close vision and the ability to focus.

The Rocky Mount Fire Protection District is an Equal Opportunity Employer.

The Rocky Mount Fire District Board of Directors reserve the right to update and/or modify this job description when needs of the District may require.

Pay: $17.50 - $22.00 per hour

Expected hours: 40.0 per week

Benefits:

• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: In person