Office Administrator

Snohomish, WA
Full Time
Mid Level
Are you motivated by diversity in your work and contributing to a team in a variety of ways?  Do you enjoy interacting with the public and being a resource to help people find what they need?  Is your ideal work environment a small team where growth and development are encouraged?  We are looking for someone like you!

Snohomish County Fire District #4 is seeking an Office Administrator to join our team!  The Office Administrator will be responsible for a variety of duties such as financial administration, records management, social media and website management, preparation of presentations and reports, customer service, and billing.

The ideal Office Administrator candidate will be a team player with a can-do attitude and demonstrate strong customer service skills.  The Office Administrator position will work on site at the Snohomish Headquarters location. 

Key Responsibilities of the Office Administrator:
  • The primary function of the position is to support the operations of the office and duties as assigned by their supervisor or as directed by the Fire Chief.
  • Greet visitors and the general public to give information or direct them to appropriate staff personnel.
  • Screen, direct, take messages or transfer to voice mail incoming telephone calls.
  • Data entry, filing, scanning and photocopying, and project production.
  • Assist in coordinating Special Events (i.e. Awards Ceremony, Recruit Graduation, etc.)
  • Process accounts receivable, payable, and payroll as assigned.
  • Procure and process IRS and Snohomish County forms for each vendor, including W-9s and year-end 1099’s.
  • Coordinate all aspects of the Facilities rental program: scheduling, billing, notifying operations staff, etc
  • Take requisitions and inventory of supply closet and order supplies as needed.
  • Maintain network records and personnel files: personnel ID cards, vehicle ID cards, department roster, emergency information, etc.
  • Custodial duties for assigned budget line items
  • Serve as Vendor Interface for HR and benefits related resources
  • Maintain compliance with all employment laws
  • Coordinate the District Records Retention Program with WA state guidelines
  • Assigning Disposition Authority Numbers (DANs) to records
  • Coordinate the Retention, Archival and/or Destruction of district records according to WA state guidelines as well as maintain the Records Destruction Log
  • Solicit feedback from citizens in such format as dictated by Board of Commissioners
  • Receive and process all requests for public information based on WA state law
  • Establish and maintain a system for documentation, retention and management of requests for public information
  • Create and manage the District Newsletter program
  • Compile and format reports, policies, grants and presentations
Desired Qualifications for the Office Administrator position (knowledge or experience in all of these areas is not required):                                                      
  • Degree in Administration, Human Resource, Government or another related field
  • Two (2) years of increasingly responsible office support experience or any combination of relevant education and experience which would demonstrate the individual’s knowledge, skill and ability to perform the essential duties of the position
  • Local government or public sector experience, including WA Public Records management
  • Possess a current Washington State Driver’s License
  • Basic First Aid and CPR Certification
  • Proficiency in the English Language (Written and Verbal)
  • Basic accounting and finance principles
  • Keyboarding and computer experience, including Microsoft Office Suites (word, excel, outlook, access, publisher) and Adobe Acrobat
  • Ability to work effectively and productively with others
  • Knowledge of social media & website content management
  • Experience in Microsoft Publisher, Adobe, and other office software
  • Working knowledge of Budgeting and/or Accounting
  • Commitment to learning and willingness to travel for educational opportunities
Compensation:
  • $32.49 to $34.57 per hour, DOE
Outstanding benefits including:
  • Medical and dental plans (100% paid by employer)
  • HRA with employer and employee contributions
  • Life insurance (100% paid by employer)
  • Short-term and Long-term disability plans
  • PERS 2 or PERS 3 WA State Retirement Plan
  • Deferred Compensation 457b plan with employer match
  • Yearly CPI Cost of Living Adjustment by contract
  • Education and Tuition assistance
  • 11 paid holidays
  • 15 to 35 hours of PTO earned per month (ability to convert 150 hours per year to salary)
  • 5/8 or 4/10 schedule with flexible day off working with other staff to coordinate
Snohomish Fire’s core values include:
  • Proficiency
  • Balance
  • Collaboration
  • Resilience
To learn more, visit: Snohomish Fire District #4

Snohomish Fire has partnered with All Things HR, an external HR Consulting Company, to assist with their recruitment process.  If you would like to be a part of this dynamic company, apply today!
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