Jobs

 Job Summary

The Administrative Support Specialist performs a variety of administrative support duties of moderate complexity requiring knowledge of Fire District functions and procedures.

Essential Duties and Responsibilities

The duties and responsibilities listed should not be construed to be all-inclusive. The essential job duties will include other responsibilities as assigned and required. 

1. Responds to incoming phone calls and front counter customers by providing customer assistance and information to the public regarding classes, District procedures, and service-related information. Refers individuals to others in the organization as appropriate.
2. Develops communications, processes documents, files, maintains electronic records, and verifies information. Additionally, this position assists others with these functions.
3. May assist with review of charts and other information related to ambulance billing.
4. Receives, sorts, and distributes incoming Fire District mail, and prepares and transports outgoing mail to the Post Office, and delivery of inter-City mail to City Hall.
5. Provides clerical support to others, including word processing, meeting arrangements, and mailings. Prepares materials for meetings and otherwise at the request of staff, including making and collating copies. Schedules training and maintains the calendar for conference rooms, and schedules tours. MCMINNVILLE FIRE DISTRICT Administrative Support Specialist 2
6. Prepares and distributes meeting notices and agendas. Attends meetings as required, often after work hours, to take minutes, transcribe minutes into a prescribed format, and distributes them as appropriate.
7. Provides back-up for other office staff to include, but not limited to, small procurements such as placing orders, receiving and accounting for items received, and stocking or routing for use items received.
8. Monitor CPR & First Aid attendance and registration on the website. Communicate with the instructor of the courses.
9. Oversee the address sign program. Take orders and work with the volunteer department to have signs posted.
10. Uses word processing, spreadsheets, and records management system (RMS) applications to prepare documents and reports.
11. Orders and maintains stock levels on all office supplies including printer cartridges and special requests, as needed.
12. Publishes and distributes newsletter(s) and information on social media.
13. Maintains front office and lobby area in a clean and orderly manner.
14. Complies with federal, state, and City laws, rules and regulations regarding employment.
15. Performs other duties as assigned.

Supervision Received and Exercised

Works under the general supervision of the Fire Chief or their designee. Supervision of other employees is not a responsibility of this classification. Employees in this classification may provide guidance and/or direction to other staff.

Minimum Qualifications

Two (2) years of experience as an Administrative Assistant or working in an equivalent role. Any equivalent combination of education and experience that demonstrates the knowledge, skills, and abilities is qualifying. A typical way to qualify would be a high school education, specialized training in office practices, and responsible administrative experience.

Possession of a valid Oregon Class C license and the ability to meet District driving standards.

Must pass the pre-employment background check and a drug test (including marijuana).

Preferred: Possession of other certificates, registrations and/or licenses as may be appropriate to the position such as a Notary Public.

Bilingual/fluent Spanish is a bonus.

Knowledge, Skills and Abilities

Knowledge of:

• General office practices and procedures;
• District policies and procedures;
• Basic math and business English;
• Public relations techniques to work effectively with customers in person  or by telephone; and
• Receipt and accounting of cash transactions.

Skills in:

• Use of office equipment such as personal computers, calculators, fax  machines, and copiers;  
• Use of Microsoft Windows suite;
• Word processing, spreadsheet, and database applications;
• Composing, drafting ,and editing business correspondence and reports;
• Organizing assigned work and prioritizing tasks to meet assigned  deadlines; and
• Communicating effectively and professionally with internal and external  customers, sometimes under stressful conditions.

Ability to:

• Use office equipment such as a multiline phone system, copier,  computer system and software, and databases.
• Advanced knowledge of personal computer operation within a virtual  desktop infrastructure environment, including word processing, database,  spreadsheet, e-mail, scheduler, Internet, Intranet; and, a network-  connected copier/fax/scanner.
• Prioritize and organize work tasks.
• Complete tasks in a busy front office atmosphere with interruptions from  others;
• Maintain accurate records;
• Research requests and interpret information to ensure accuracy in communicating information to the public;
• Deal professionally and appropriately with others * Communicate effectively with internal and external customers;
• Communicate technical information to nontechnical audiences;
• Seek out and take on projects to help other District personnel as time allows;
• Establish and maintain effective working relationships with others; * Manage interruptions and changing priorities;
• Remain calm in stressful situations;
• Process technical transactions quickly and accurately; and
• Work in a safe manner.
• Read, understand and interpret technical information.
• Use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Work independently in an office and crew environment and exercise independent judgment.

Working Conditions

Work is performed primarily in an office environment and a small amount of time outside the office may be required for attendance at meetings and seminars. Normal work hours are Monday through Friday, from 8:00 a.m. to 5:00 p.m. This classification is not expected to be eligible to work remotely due to the essential work functions to provide direct, in-person customer service and office support to individuals working in the office and at the stations.

Work involves entering information into personal computers and utilizing a variety of computerized diagnostic equipment.

Physical and Mental Demands

While performing the duties of this position, the employee is frequently required to stand, sit, communicate, reach and manipulate objects, tools or controls. The position requires interpersonal skills, teamwork, customer service, fluent English, use of discretion, basic math, accuracy and organization. Duties involve moving materials weighing up to 10 pounds on a regular basis and infrequently weighing up to 25 pounds. Manual dexterity and coordination are required over 50% of t333he work period while operating office equipment, and some work requires repetitive motion. Qualified individuals with a disability will be reasonably accommodated to perform the essential functions of this position.

Visual acuity necessary to perform an activity such as: viewing a computer terminal and operation of office equipment.

_______________________________________________________________________________________________________________________________________ 

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the classification, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this classification.

McMinnville Fire District does not offer visa sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security’s I-9 form confirming authorization to work in the United States.

The McMinnville Fire District is an equal opportunity employer and those with a diverse background are encouraged to apply. Applicants with disabilities who need a reasonable accommodation (e.g., assistive listening devices) to participate in the recruitment and/or selection process should contact Michelle Teed, Administrative Services Director.

The McMinnville Fire District is proud to hire veterans. Applicants are eligible to use Veteran's Preference in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Military personnel who expect to be honorably discharged from the military within 120 days of certifying veteran status on this job application, may also request preference. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and they electronically attach the required documentation at the time of application. 

DOCUMENTS REQUIRED from Veterans:

MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) – OR – Letter from the US Dept. of Veterans Affairs indicating a nonservice connected pension. If you need to request a copy of your DD-214, click here. Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs. For information regarding Veteran's Preference qualifications, visit the following website: https://www.oregon.gov/boli/workers/Pages/veterans-preference.aspx The McMinnville Fire District prohibits discrimination and harassment of any kind.

We are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at the McMinnville Fire District are based on business needs, job requirements, and individual qualifications, without regard to race, color, age, religion or belief, gender, sexual orientation, ability, family or parental status, or any other status protected by state or federal law. We do not tolerate discrimination or harassment based on any of these characteristics.