Job Details

Administrative Assistance

Tualatin Valley Fire & Rescue, Tigard, OR

Job - Government

Close Date: 05/22/2019

Administrative Assistant
$3,596.86 - $4,865.81 Monthly
Work site location has not been determined, OR
Job Type
Full time
5/22/2019 11:59 PM Pacific

It's not just a job, it's about starting a career where you can truly make a difference! Come and join our dedicated and compassionate team at Tualatin Valley Fire and Rescue! We currently have two Administrative Assistant positions available: one in the Training Division and one in the Emergency Medical Services (EMS) Division.
As the Administrative Assistant in the Training Division your responsibility will be the first point of contact for internal and external customers on the phone and in person. You will work closely with the Training staff and assist with coordinating training events, enter individual training records, and ensure records are entered accurately and in a timely manner. Additionally, you will assist with various programs and projects.

As the Administrative Assistant in EMS your responsibilities will be to assist with the EMS budget; manage calendars and meeting schedules; provide logistic support and transcribe meetings. Additionally, you will assist with training requests, travel requests, and documentation; as well as maintain mail groups, and databases.
If you enjoy providing superior customer service, have strong interpersonal skills, a high attention to detail, and are action oriented, we want to meet you!

TVF&R's mission is to protect our communities from the hazards that threaten individuals and families. We are Oregon's largest fire district and committed to creating safer communities through prevention, preparedness and effective emergency response.
*Consideration of candidates will begin immediately and this recruitment may close without notice when a sufficient number of qualified applicants are received.*

Example of Duties

The essential functions of the Administrative Assistant position include, but are not limited to, the following duties and responsibilities:

Serves as a primary contact person to both internal and external customers, including face-to-face contact. Answers difficult or more complex questions relating to various functions of the assigned business unit(s), as well as general questions regarding Tualatin Valley Fire and Rescue. Forwards inquiries requiring additional knowledge or expertise to the appropriate individual.

Works independently within established parameters on a variety of department-specific projects, programs and/or small-to-medium scale events. Coordinates projects/programs with other employees or work teams via face-to-face interaction, phone, and electronic communication.

Researches, tracks and maintains records of expenditures under established guidelines using the District's enterprise resource program (ERP). Makes entries into ERP for annual District budget development, requisitions, and work-orders.

Maintains electronic and hardcopy records. Performs routine reporting tasks to comply with regulatory agencies. Fields requests from external customers for departmental records in compliance with District disclosure policies. Researches and compiles information from departmental records as requested, and which may be located only in the workplace.

Maintains information and documentation stored on assigned sections of District's intranet platform.

Prepares and edits documents, spreadsheets, reports, communications, and presentations from drafted content notes or other parameters.

Provides on-site administrative support for meetings, including meeting scheduling, meeting document preparation and distribution, room set-up and technology support, and recording meeting minutes.

Performs general administrative support including, but not limited to, scheduling of conferences, making travel arrangements, data entry, audits department timesheets, and maintains supplies.
Must be prepared to report/remain at work during major emergencies, disasters, and some large emergency exercises with little or no notice.
Must be able to meet this requirement without substantial delay by taking appropriate steps for individual and family preparedness.
May receive assignments well outside of job description or normal chain of command during major emergencies, disasters and some emergency exercises.

High School graduate. Associate degree or supplemental training in advanced office skills preferred.
Two (2) years of experience in administrative support work.
Intermediate skills using Microsoft Word, Excel and Outlook.
Ability to manage multiple tasks with competing deadlines simultaneously. Ability to effectively prioritize workload under general guidance and complete duties and assignments with considerable accuracy and timeliness.
Knowledge of office record keeping, report preparation, and computer applications that allow for the effective management of incumbent's assigned office or work location.
Knowledge of standard office procedures as well as of standard business etiquette.
Solid knowledge of and ability to operate a personal computer and standard office software applications in addition to any specialized software necessary for the performance of job duties.
Knowledge and use of proper business English grammar and language rules, proper spelling, and all other knowledge required to produce written documents with a high level of accuracy and professionalism.
Ability to read and understand, and communicate effectively in English, both orally and in writing.
Ability to remain calm in emergency situations.

Supplemental Information
Anticipated Schedule
Interviews - late May - June
Start for Training Division - mid-June or July
Start for EMS Division - July

*Consideration of candidates will begin immediately and this recruitment may close without notice when a sufficient number of qualified applicants are received.*

Veteran's Preference:
It is the District's policy to provide eligible veterans with preference as required by law. Applicants must provide certification of eligibility to receive the preference (e.g. DD-214). The NEOGOV application facilitates self-identification and attachment of certification documentation. The District's Veterans' Preference policy is available by request at

TVF&R is an equal opportunity employer and seeks to attract a diverse workforce that reflects the community we serve in order to deliver safe, professional, high-performance service.

Complete details: