Administrative Specialist
Company: Renton Regional Fire Authority
Location: Renton
Posted on: May 14, 2022
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Job Description:
Job Description To apply for this position, please submit the
following: Resume Cover Letter Our Administrative Specialists are
often the face and the voice of our organization. They are on the
front lines of public service for Renton community members, agency
partners, and vendors with non-emergent needs. For that reason,
it---s imperative that the individual in this role be personable,
friendly, and detail oriented. As an Administrative Specialist with
Renton RFA, you will be part of a valued team that serves both our
internal staff and our community members every day. Your skillset
in office administration and your desire to continually push for
process and procedural improvements will allow you to quickly
establish yourself as a team asset. The person who will be most
successful in this position has a background in public records and
contract management with exceptional knowledge of Office 365
programs and SharePoint. They are a critical thinker and look to
push the organization forward, making it better today than it was
yesterday. They feel confident sharing their expertise and unique
ideas for the betterment of the organization, as well as duty-bound
to identify errors and present holistic solutions. If you have a
passion for public service and a positive, growth mindset, we would
love to meet with you. Apply today Job Summary: Under the direction
of the Administrative Supervisor, plan and perform complex
administrative office coordination to ensure smooth, timely and
efficient office operations for the division; relieve executive
staff of technical clerical and administrative duties having
organization-wide impact; research, collect, analyze and compile
data and information for inclusion in reports; train, schedule,
supervise and evaluate assigned clerical personnel; maintain
financial records, files and budgets related to organization
operations, programs and expenditures. Distinguishing
Characteristics: Incumbents perform complex and specialized duties
in support of the organization and supervise and evaluate assigned
clerical personnel. Incumbents perform a broad range of complex
duties requiring extensive knowledge and may supervise and evaluate
assigned clerical personnel. Supervision: Reports to:
Administrative Supervisor Supervises: None Job
Duties/Responsibilities: Essential Functions -- Plan and perform
complex administrative office coordination; relieve the executive
staff of technical clerical and administrative duties having
organization-wide impact; compose, prepare and type a variety of
correspondence, memos, reports and other materials. -- Organize and
coordinate office functions, activities and communications; assure
efficient workflow and office operations. -- Train, schedule and
assign duties to office clerical staff; supervise and evaluate the
performance of assigned personnel; chair staff meetings to
facilitate the accurate flow of information and work assignments.
-- Maintain complex and comprehensive financial records and files
pertaining to organization expenditures, budget balances,
investments, payroll and operations; prepare status reports, charts
and graphs as requested. -- Prepare a variety of statistical,
financial and narrative reports and records as necessary; assist in
budget projection, preparation appropriation and control. --
Develop new and improved programs, systems and procedures as a
result of new policies or directives or routine research and
analysis; assist with implementation after securing approval. --
Attend a variety of meetings including staff meetings as assigned.
-- Perform complex and varied support to relieve the executive
staff of administrative detail. Standard Functions -- Conduct a
variety of studies involving programs, systems, operations, special
needs, issues or activities of an assigned department; research,
analyze and prepare recommendations or conclusions on assigned
projects. -- Prepare and coordinate purchase of office supplies,
equipment and other expenditures. -- Provide staff support and
administrative assistance to boards and committees; prepare
reports, agendas, correspondence and other materials as appropriate
and according to decisions and approved actions. -- Research,
analyze and prepare information on a variety of topics for
dissemination to the public through the media, conference
presentations, community meetings; coordinate efforts with internal
and external customers. -- Develop and prepare specifications for
organizational projects, contracts, purchases and equipment;
research, prepare and administer grants. -- Perform related duties
as assigned. Knowledge, Skills and Abilities Requirements:
Knowledge of: -- Organization, functions and activities of the
assigned department. -- Financial and statistical record-keeping
techniques. -- Principles and practices of supervision and
training. -- Processing requirements and procedures for public
documents. -- Basic budget preparation and control techniques. --
Modern office practices, procedures and equipment. -- Interpersonal
skills using tact, patience and courtesy. -- Applicable laws,
codes, regulations, policies and procedures. -- Technical aspects
of field of specialty. -- City organization, operations, policies
and objectives. -- Preparation and presentation of financial,
statistical and narrative reports. Ability to: -- Plan and perform
complex administrative office coordination duties. -- Relieve the
executive staff of clerical and administrative duties having
department-wide impact. -- Perform administrative assistance duties
in support of the organization. -- Plan and organize work. --
Operate a computer terminal to enter data, maintain records and
generate reports. -- Train, supervise and evaluate personnel. --
Evaluate and recommend improvements in operations, systems,
procedures, policies and methods. -- Research and analyze data and
information and develop, evaluate and present alternative
recommendations. -- Present ideas and concepts clearly and
concisely. -- Communicate effectively both orally and in writing.
-- Read, interpret, apply and explain codes, rules, regulations,
policies and procedures. -- Work confidentially with discretion. --
Establish and maintain cooperative and effective working
relationships with others. -- Meet schedules and timelines. -- Work
independently with little direction. -- Maintain financial
accounting records. -- Prepare, monitor and control assigned
budgets. -- Operate office equipment. -- Type at 60 words net per
minute from clear copy. Education, Experience and License
Requirements: -- Any combination equivalent to: graduation from
high school including or supplemented by course work in business
administration, office management, training or related field and
three years of increasingly responsible administrative office
support experience. -- Some positions in this classification may be
required to possess a valid Washington State driver's license. -
Must be fully vaccinated against COVID-19. Work
Environment/Physical Demands: The following represent the physical
demands that must be met to successfully perform the essential
functions of this job: --- 100% of work is performed in a typical
office environment. --- Constantly operate a computer and other
office equipment. --- Constantly communicate with internal and
external customers and vendors. --- Lift or move items weighing up
to 20 pounds on occasion. --- Noise level in the office is
moderately quiet. Approved reasonable accommodation requests will
be made to enable individuals with disabilities to perform the
essential functions of the job.
Keywords: Renton Regional Fire Authority, Renton , Administrative Specialist, Administration, Clerical , Renton, Washington
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