Fire Department Administrative Assistant

The City of Chehalis is accepting applications for a full time administrative assistant to the Fire Chief.  This is a non-represented position with a 2023 salary range of $47,184 to $57,348 plus medical, dental and vision benefits and enrollment in the Department of Retirement Systems.  This position performs a variety of administrative and accounting support duties to the department in support of fire service activities. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

▪ Works with coworkers or independently, often with limited supervision. Prioritizes workload to meet production needs. Maintains productivity and self-motivation in accomplishing assigned tasks and duties. Meets deadlines as directed and/or required by law.

▪ Prepares, processes, and/or coordinates departmental account receivables, billings, and invoices. Receives payments and prepares deposits. Reviews, codes, and gains appropriate approval for payment on all department invoices. 

▪ Maintains files, creates, and answers correspondence.

▪ Maintains department grants and associated reports.

▪ Assists management during major events with organizing and obtaining equipment/food needed and maintaining records for required FEMA reports.

▪ Prepare paperwork as needed for audits/reviews.

▪ Provides minutes for all meetings.

▪ Assists in scheduling employee candidates for the psychological, polygraph, and physical exams and associated paperwork.

▪ Provides purchasing for the department.

▪ Schedules travel arrangements and meetings.

▪ Prepares payroll timesheets and assists in the monthly finalization of figures. Page 2 of 5 ▪ Handles confidential paperwork.

▪ Custodian of department personnel files.

▪ Performs routine clerical and administrative work in receiving the public, providing customer assistance, cashiering, and data processing.

▪ Answers incoming calls and routes callers or provides information as required.

▪ Assists in the custodial care of department documents and records, maintain filing systems, controls records, and indexes using moderate independent judgment.

Please see the attached job description for a more detailed list of position responsibilities and duties. 

The deadline to apply is April 26, 2023 by 4:00 p.m.

Please submit resume, cover letter, and references to:
Glenn Schaffer, HR/Risk Manager
350 N Market Blvd. 
Chehalis, WA 98532

gschaffer@ci.chehalis.wa.us
 

The City of Chehalis is an equal opportunity employer.