Administrative Assistant
GASTON FIRE DEPARTMENT
ADMINISTRATIVE ASSISTANT– PART TIME
Gaston, Oregon
Part time- 20-30 hrs/week
$20/hour
Deadline for application is January 10th. Start is expected January 31st
JOB OBJECTIVES
To perform a variety of administrative support assignments for the Fire Department, under supervision from the Fire Chief or their designee, including administration of budgets, contracts, research projects, and; provide office coordination and support.
ESSENTIAL JOB FUNCTIONS
The following tasks are typical for positions in this classification. Any single position may not perform all of these
tasks and/or may perform similar related tasks not listed here:
1. Provide staff support to the Fire Department by assisting with administrative support duties of an
advanced, or sensitive nature; act as liaison between the department and the public, other organizations, or employees.
2. Perform a central administrative support function on a regular basis. Monitor and report on departmental intergovernmental agreements.
3. Provide purchasing coordination for departmental part and supplies inventories including reviewing quotes, verifying shipments, inventory management, and related budgetary administration.
4. Provide records management duties in support of departmental operations including processing electronic invoices and requisitions.
5. Coordinate and participate in the preparation of departmental budgets; monitor budget expenditures and revenues.
6. Receive time cards and other personnel information; review information for accuracy and completeness; assist in preparing payroll information; maintain confidentiality.
7. Prepare analytical and statistical reports on operations and activities including specialized database management in the area assigned.
8. Contribute to a positive work environment while maintaining regular attendance and punctuality.
9. Perform other directly related duties consistent with the role and function of the classification.
QUALIFICATIONS
Knowledge of: General office administrative policies and procedures.
Public agency purchasing regulations. Modern office procedures, methods and equipment including computers and supporting word processing and spreadsheet applications.
Mathematical principles. Principles and practices of inventory control. Principles and practices of budget administration. Pertinent Federal, State, and local laws, codes and regulations.
Ability to: Oversee general office administrative programs.
Follow oral and written instructions Work independently and prioritize time and work assignments effectively Interpret and apply administrative and departmental policies and procedures.
Prepare clear and concise reports. Respond to requests and inquiries from the general public.
Maintain confidentiality in all work areas. Interpret and apply Federal, State and local policies, laws and regulations. Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
EDUACTION and EXPERINCE GUIDELINES
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education: Equivalent to the completion of the twelfth grade and training in a specialty area related to the individual assignment.
Experience:
Preference will be given to anyone who can demonstrate experience in responsible office
administration. PHYSICAL DEMANDS AND WORKING CONDITIONS
The physical demands herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential job functions.
Environment: Incumbents work in a normal office setting with exposure to computer screens.
Incumbents in this position have extensive interactions with the general public.
Mobility: Incumbents require sufficient mobility to work in an office setting and operate office
equipment; to walk, stand or sit for prolonged periods of time. Finger dexterity is needed to access,
enter and retrieve data using a computer keyboard or calculator and to operate office equipment.
Vision, Hearing and Communication: Vision sufficient to read small printed documents, computer
screens and other documents. Hearing and speech sufficient to communicate in person and over the
telephone.