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OFFICE MANAGER POSITION DESCRIPTION
POSITION: Office Manager
CLASSIFICATION: Regular, permanent, exempt, management position
SUPERVISOR: Fire Chief
SCHEDULE: 40-hour work week
COMPENSATION: $16 - $19/hr. depending on experience
BENEFITS: $485 monthly health insurance, employee assistance program, life insurance, retirement match
POSITION DESCRIPTION:
To provide administrative management for the Ponderosa Fire District (PFD) employees and volunteers, the PFD Governing Board, the PFD PSPRS Local Board and the PFD Strategic Planning Committee. The Office Manager is responsible for a wide variety of written presentations (both internal and external). Coordinates, plans and prepares special projects as assigned. Performs routine and complex assigned clerical and administrative duties under the direction of the Fire Chief.
ESSENTIAL DUTIES:
Provides complex administrative support to the PFD staff, including preparation of correspondence, documents, reports, research, scheduling, events, etc.
Coordinates all training opportunities and travel arrangements for staff and Board members.
Independently composes correspondence related to assigned responsibilities.
Prepares numerous types of documents including comprehensive reports, creating and editing from rough draft, verbal instruction, or transcription.
Provides administrative support for the PFD Governing Board by preparing and distributing all Board Agendas, attending all Board meetings, assuring that each meeting is recorded, and minutes taken and assisting the Board with other various requests.
Provides administrative support for the PFD Public Safety Personnel Retirement System (PSPRS) Local Board.
Provides administrative support for the PFD Strategic Planning Committee.
Prepares and distributes Board packets of information including Agendas, Minutes, Reports, Resolutions, and all business items for distribution one week prior to all Board meetings.
Coordinates Board elections in conjunction with county, prepares and publishes legally required notices for Board elections.
Assists with preparation, annual updates and distribution of district policies and procedures.
Assists in preparation of grant applications including follow-up documents and necessary reporting.
Prepare and oversee the annual financial audit.
Responsible for all aspects of Human Resources.
Responsible for paperwork for all new hires and release paperwork for employees who leave employment with District.
Responsible for assisting employees with benefit enrollment and status including PSPRS, health benefits, etc. and disclosing additional benefits to employees regarding sick, vacation, holiday.
Responsible for researching and providing information to the accountant regarding court ordered levies on employees pay including tax levies from IRS and Arizona Department of Arizona, creditor levies, and Child Support. Sends all required correspondence regarding levy to Child Support Clearing House, IRS, Arizona Department of Revenue, creditor and employee.
Responsible for bi-weekly completion of benefit summary for payroll.
Responsible for sending worker’s compensation injury reports to the Arizona State Compensation Fund and the Industrial Commission annually. Tracking the worker’s compensation injuries and prepare report for posting at the station annually. Report all worker’s compensation injuries to the Fire Chief and complete, submit and file all required paperwork.
Handle confidential information and FIREHOUSE software properly and comply with HIPAA guidelines.
Issue burn permits to residents. Field calls, answer questions and inform residents regarding controlled burns. Relay information to the on-duty firefighters and forest service dispatch regarding resident-controlled burning. Send burn permit reminders in administrative assistant’s absence at least one month prior to expiration.
Provide information on district subscriptions to residents within the area but not within the district. Facilitate subscription process with all response area residents. Send subscription reminders in administrative assistant’s absence at least one month prior to expiration.
Provide information on how to annex property to residents within the response area but not within the district. Facilitate annexation process for specific areas discussed with Board and Fire Chief.
Complete out-of-district billing on a regular basis, follow-up with residents, billing company’s, etc. to ensure timely and proper retrieval of funds.
Offers exceptional customer service for all incoming calls, customers/vendors, residents, and staff. Answers questions in a timely manner; responds to inquiries and refers them to the appropriate persons as necessary.
Takes initiative and makes necessary decisions related to job duties.
Prioritizes projects and uses time effectively.
Maintains positive working relationship with PFD personnel.
Performs other administrative and clerical duties as assigned.
MINIMUM QUALIFICATIONS:
Education and Experience:
High school diploma or GED; and six years executive administrative experience; OR,
Associates degree in Public Administration, Business Administration or a closely related field; and four years executive administrative experience; OR,
Bachelor’s degree in Public Administration, Business Administration, or a closely related field; and two years executive administrative experience.
Necessary Knowledge, Skills and Abilities:
Thorough knowledge of:
Modern office practices and procedures, equipment, including word processing, filing, and general business practices.
Research procedures and sources, with the ability to convert what is learned into a proposal or report.
English usage, spelling, grammar and punctuation.
Business letter writing and report preparation.
Working knowledge of:
Computers and electronic data processing.
Principles of supervision and training.
Principles and procedures of record keeping
Appropriate telephone etiquette.
Ability to:
Effectively meet and deal with the public.
Effectively monitor and supervise assigned personnel.
Communicate effectively verbally and in writing.
Handle stressful situations.
Perform responsible and difficult administrative assignments involving the use of independent judgment and personal initiative.
Independently prepare correspondence and memoranda.
Take and transcribe dictation.
Type 65 words per minute.
Work independently in the absence of supervision, make independent decisions when appropriate or necessary.
Prioritize projects and use time effectively.
Write legibly.
SPECIAL REQUIREMENTS:
Must be able to read, write and speak the English language.
Must be 18 years or older at the time of employment.
Must meet insurability requirements of District insurance carrier.
This position requires the ability to sit for long periods of time looking at a computer screen.
SELECTION GUIDELINES:
May include any or all of the following: formal application, rating of education and experience, written/practical testing, oral board, background/driver’s license verification and check, hiring list, offer of employment, post-offer physical examination, including drug screen.
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