Job Details

Front Desk Administrative Assistant

Tualatin Valley Fire and Rescue, Tigard, OR

Job - Government

Close Date: 12/09/2018

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.

It's not just about a job, it's about starting a career where you can truly make a difference! Come and join our compassionate and dedicated team at Tualatin Valley Fire & Rescue as our Front Desk Administrative Assistant!

If you enjoy interacting with the public and providing excellent customer service, are organized, possess strong interpersonal skills, attention to detail, and action oriented, we want to meet you!

In this position you will be the first point of contact and providing a positive experience for customers in person and on the phone is of utmost importance. In addition, you will support other departments with planning events and assisting with various projects.

EXAMPLE OF DUTIES:
The essential functions of this position include, but are not limited to, the following duties and responsibilities:

PHONE CALLS:
Answers a wide variety and high volume of incoming calls to the District's main line and forwarded calls from office extensions. Elicits information from callers to determine nature of problem or question. Provides complex or technical information based on established response guidelines, the Enterprise Geographical Information System (EGIS), or other identified references. Maintains those response guidelines (FAQs). Deescalates confused or irate customers. Determines when to refer callers to appropriate staff members for assistance, either due to information not within standard response guidelines or based on temperament of caller. Manages voicemail inbox for main line. Refers individuals to external agencies based on established response guidelines.

WALK-IN VISITORS:
Greets and checks in walk-in visitors and notifies appropriate staff of visitor arrivals. Identifies immediate security threats and initiates security protocols. Provides administrative support to divisions/departments by providing process support and information dissemination to customers at the CBOC front desk. This includes supporting candidate interview appointments.

RECEIVING PAYMENTS/DONATIONS:
Receives mailed payments and processes per Finance protocol. Takes receipt, logs donations and writes thank-you letters and cards for most cash donations. Endorses all physical checks and remits to Finance. Manages reception petty cash and reconciles with Finance. Processes purchases and manages balance cash/checks for pick up from the Company Store vendor.

MAIL/EMAIL:
Receives, sorts, and routes incoming mail. Responds or forwards email inquiries generated via tvfr.com. Identifies immediate security threats and initiates security protocols. Prepares outgoing mail.

COMMUNITY ROOM SCHEDULING:
Reviews and responds to community room requests to ensure compliance with SOG 1.6.1.

EMPLOYEE ENGAGEMENT AND EVENT COORDINATION:
Coordinates assigned employee engagement events involving non-line staff. Posts personnel birthday announcements to DistrictNet bulletin board.

CAD FLAGS:
Receives information from various sources to place in Computer Aided Dispatch (CAD) flagging form. Sends completed form to supervisor at dispatch agency. Annually contacts individuals to verify information.

CONTACT DATABASE:
Maintains District worksite phone directory. Maintains assigned email groups in Outlook.

OTHER ADMINISTRATIVE:
Performs a wide variety of administrative tasks as assigned. These include receives and distributes formal statewide flag notifications, hearing impaired smoke alarm kits, transportation updates, and relevant information to retirees. Maintains awareness of conference rooms use at CBOC and assists with scheduling. Updates fire and rescue protocols as requested.

SECONDARY FUNCTIONS:

Trains individuals assigned to provide front desk back up.
May provide assistance to other business units as directed.
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.
Performs other duties as assigned

Requirements:

High School graduate. Associate degree or supplemental training in advanced office skills preferred.

Two (2) years of experience in administrative support work, preferably including experience managing a front desk environment.

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.

Ability to effectively interact with individuals in person and on the phone, creating a positive experience for individuals through professional and courteous behavior and problem resolution.

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 maintain confidentiality.

Ability to read and understand, and communicate effectively in English, both orally and in writing.

Ability to remain calm in emergency situations.

Anticipated schedule:
Phone interviews: December 12 - 14, 2018
On-site panel interviews: December 19 - 21, 2018
Anticipated Start: January 22, 2018

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

Salary: $3,111.89/mo - $4,209.83/mo

Application deadline: December 9, 2018

Apply online at www.tvfr.com/careers

Complete details: https://www.governmentjobs.com/careers/tvfr?