West Pierce Fire & Rescue anticipates hiring two Administrative Assistants, with a tentative hire date of November 18, 2024.

The Administrative Assistants are assigned to various divisions of the organization to provide administrative support.

This is a full-time position, FLSA non-exempt (overtime eligible) and represented by the Professional Fire Service Administration Guild (Guild). Hours, wages and working conditions are negotiated by the Guild.

Compensation, Benefits & Schedule
Below is the 2024 monthly base salary scale. Employees are hired at the Probationary 2 rate and progress through the scale based on the timeframes identified:
$4,896: Administrative Assistant Probationary 2 (0-6 months)
$5,202: Administrative Assistant Probationary 1 (7-12 months)
$5,508: Administrative Assistant 2 (13-24 months)
$6,120: Administrative Assistant 1 (25+ months)

Employees may be eligible for educational and other pay incentives; reviewed and approved on an individual basis. Please see the Benefits tab for information on incentives, employee leave (vacation, holidays, sick leave), health and dental insurance, HRA, pension, deferred compensation and miscellaneous benefits.

Business hours are Monday through Friday, 8:30 a.m. to 4:30 p.m. Employee schedules shall support these business hours.

The Guild contract provides a variety of schedule options: five 8-hour workdays, four 10-hour workdays or 36/44 schedule (Week 1: four 9-hour workdays, Week 2: four 9-hour workdays and one 8-hour workday). The flex schedule is an option after six months of employment: five 9-hour workdays (reduced to a 40-hour workweek average by earning 5 hours of time off for each week worked). Ultimately, the District has the ability to assign schedules in order to meet the needs of the organization.

New employees shall serve on probation for 12 months following hire date. Upon successful completion of probation, telecommuting options may be approved.

Hiring Process
The application period closes at 5:00 (PDT) on October 11, 2024. To apply, you must submit a GovernmentJobs online application. The following attachments are required or optional (as indicated) and must be uploaded to the associated online application fields:

• Cover letter (required)
• References (optional): You may attach letters of recommendation (maximum of 2) or a list of references.
• Resume (required)

Candidates selected for interviews will be notified by email on October 17. Those not selected will receive an email the same day.
Interviews are tentative for October 24 and 25.
We anticipate conditional offers of employment will occur by October 28. The conditions are successful completion of a background investigation, driving abstract/record review and employment references and/or letters of recommendation.
*Date(s) subject to change, we will email candidates if change(s) are made.

Please email employment@westpierce.org with any questions. Controls over work:
The position shall report to and is accountable to the Administrative Manager or the Finance Manager as assigned. Performance is evaluated by the Manager the Assistant is assigned to through observation of daily activities, program effectiveness, and degree of harmony with the public, co-workers and vendors. The position will work a schedule in accordance with contractual agreement.

The position shall:

• Perform routine office tasks necessary for the operation and presentation of a professional office.
• Maintain paper files and computer files.
• Perform data entry and update forms, as needed.
• Maintain comprehensive knowledge of community resources and provide information and referrals.
• Prepare correspondence, reports, minutes of meetings, and materials related to special projects.
• Enroll members of the community in District classes and programs.
• Design, organize and maintain specialized and custom forms, records, reports, files and logs to support technical work processes in areas of assigned responsibility.
• Manage public records requests.
• Review, edit and submit patient care reports for billing.
• Prepare and submit medical data and reports to regional and national databases.
• Review incident reports for completion.
• Attend meetings and take appropriate minutes, as required.
• Assist with annual fixed asset inventory.
• Maintain personnel, training, and medical records for all employees.
• Update and manage training library, and support circulation needs.
• Compose, produce and edit monthly newsletter.
• Manage leave records for all employees.
• Receive, sort, and distribute mail to all facilities.
• Archive records in accordance with State of Washington records retention schedules.
• Provide logistical and event planning support for special event projects, when assigned.
• Assist with emergency communications, rosters, and Department Operations Center (DOC) support during local emergency and disaster events.
• Train personnel on job functions as directed by supervisor.
• Perform other duties related to the position, as assigned.
• Carry out assignments in a timely manner that fulfills the mission and needs of the District.

The position shall have demonstrated the ability and/or skill to effectively:

• Use tact and courtesy with the public, co-workers, and vendors.
• Communicate in the English language, both orally and in writing.
• Operate multi-function phone system, computer with standard office suite, email, calculator, etc.
• Perform record and file maintenance.
• Travel between various worksites as necessary to fulfill the needs of the District.
• Organize and accomplish work assignments with minimal supervision

Minimum:

• High school diploma or equivalent.
• Two (2) years of experience, serving in a position deemed to adequately prepare the candidate for the position, as determined by the Fire Chief or their designee.
• Valid driver’s license allowing legal driving in the State of Washington.

Desirable:

• College level education and continuing education opportunities that enhance the candidate’s ability to perform essential functions of the job.
• Four years of work experience in an administrative field OR a graduate of an accredited office or administrative support school.
• Ability to converse in a language in addition to English.

The position shall have the demonstrated physical ability to:

• Communicate over the telephone and speak in person to individuals and groups.
• Operate office machines to include computer, postage machine, copy machine, fax machine, and printers.
• Sit, talk and hear, move about, operate or control objects, tools, and machines.
• Lift/move objects weighing up to 10 pounds on a regular basis.
• Possess acceptable auditory and visual senses to meet the requirements of the job.