Administrative Assistant

Application Packet Requirements:

Completed application (downloaded from www.steesefire.org)

Resume

Two letters of reference

Purpose of Job:

This is a non-uniformed office assignment within the fire department under the direction of the Fire Chief. The individual occupying this position provides various moderately complex and varied administrative, receptionist duties, record-keeping, and general clerical duties of a routine nature.

Responsibilities** Accounts Receivable: Process accounts and incoming payments in compliance with financial policies and procedures. Perform day-to-day financial transactions, including verifying, classifying, computing, posting, and recording accounts receivable data. Prepare bills, invoices, and bank deposits. Reconcile the accounts receivable ledger to ensure that all payments are accounted for and correctly posted. Facilitate payment of invoices due by sending bill reminders and contacting clients. Generate financial statements and reports detailing accounts receivable status.

Accounts Payable: Reconciles processed work by verifying entries and comparing system reports to balances. Charges expenses to accounts and cost centers by analyzing invoice expense reports and recording entries. Pays vendors by monitoring discount opportunities; verifying federal ID numbers; scheduling and preparing checks; resolving purchase orders, contracts, invoices, or payment discrepancies and documentation; ensuring credit is received for outstanding memos; issuing stop-payments or purchase order amendments. Maintains accounting ledgers by verifying and posting account transactions. Verifies vendor accounts by reconciling monthly statements and related transactions. Disburses petty cash by recording entries and verifying documentation.

Payroll Accounting: Maintains payroll information by collecting, calculating, and entering data. Updates payroll records by entering changes in exemptions, insurance coverage, savings deductions, and job title and department/division transfers. Prepares reports by compiling summaries of earnings, taxes, deductions, leave, disability, and nontaxable wages. Determines payroll liabilities by calculating employee federal and state income and social security taxes and employers social security, unemployment, and workers compensation payments. Resolves payroll discrepancies by collecting and analyzing information. Provides payroll information by answering questions and requests. Maintains payroll operations by following policies and procedures and reporting needed changes. Maintains employee confidence and protects payroll operations by keeping information confidential. Prepares and makes payroll payments according to the Federal Internal Revenue Service rules and regulations and the State of Alaska Department of Labor rules and regulations on time.

Budgeting: Collaborates with the Fire Chief to prepare the annual budget. In charge of budget tracking and monthly reporting to the Fire Chief, staff members, and the Board of Directors.

Reporting: Prepares monthly water usage reports, ANFIRS reports and fire apparatus to EMS call reports. Prepares monthly financial reports for dissemination to the Fire Chief, Board of Directors, and Commission. Assists with administrative policy guideline development and implementation.

File Maintenance: Responsible for developing organization procedures for personnel, administrative, financial, and correspondence files (physical and electronic) for the department. Updates and reorganizes files as necessary.

Personnel: Assists with the onboarding process for new hires and volunteers. Responsible for ensuring that all employment paperwork is correctly filled out and filed with corresponding agencies. Maintain leave banks and annuity contributions for paid staff. Enroll new employees in healthinsurance programs and annuity programs. Make travel arrangements for staff members. Responsible for personnel wellness program to include annual immunization, respiratory questionnaire scheduling and annual physicals. Serves as the contact for employee and claims adjustor for workers compensation claims.

Correspondence: Responsible for department rosters, e-mail correspondence, and notification to members of all Board and Commission meetings and department functions.

Customer Service: Receive and screen phone calls and redirect them when appropriate. Handle and prioritize all outgoing or incoming correspondence (email, letters, packages, etc.) Provide receptionist services in answering telephones, fielding questions, directing calls, and taking accurate messages. Ability to use a radio for communications with fire department apparatus and personnel. Organize and schedule meetings and appointments. Issues burn permits as needed.

Information Technology (IT): Serves as the point of contact for IT service contractors. Coordinates the management, security, and maintenance of the IT file infrastructure. Setting up new accounts for new members. Working with IT service contractors to maintain existing software and hardware and upgrading any that have become obsolete. Researching and implementing new programs. Designs and maintains the business website and social media presence. Updates content regularly to meet the needs of the business and general public needs.

Manage contract and price negotiations with office vendors, service providers, and office leases. Liaise with facility management vendors, including cleaning, catering, and maintenance.

Attends and keeps minutes of all Board of Directors and Service Area Commission meetings unless each Board chooses to perform their own. Posts minutes at the main station and e-mails draft minutes to members. Notifies department members in advance of all meetings. Attends other meetings as directed by the Fire Chief.

Order supplies and equipment as needed. Serve as the point of contact person for Office Manager duties, including:

Maintenance

Mailing

Supplies

Equipment

Bills

Errands

Shopping

Coordinates all office equipment service, support, and purchasing.

Plan in-house or off-site activities, including parties, celebrations, and conferences.

Assists the Board of Directors and Commission Chairpersons as needed.

Performs other duties as assigned by the Fire Chief.

Job Contacts: General Public

Local and National Emergency Service Agencies

Steese Volunteer Fire Department staff and members

Fairbanks North Star Borough staff

Minimum Qualifications

High school diploma or equivalent. College degree or business school preferred. Documented progressive secretarial and clerical work req

Steese Volunteer Fire Department

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