Administrative Assistant

Under the general direction of the Office Manager/Accounting Assistant the Administrative Assistant is responsible for overseeing front office operations and providing comprehensive clerical and administrative support. The Administrative Assistant ensures the smooth operation of administrative functions through the organization of information coordination of schedules communication management and frontdesk support. Responsibilities include excellent interpersonal and customer service skills receptionist tasks recordkeeping and other duties as assigned.

Essential Duties and Responsibilities:

Answer screen and direct phone calls; take and relay messages as needed.

Manage incoming emails faxes mail and packages; distribute and notify appropriate personnel.

Prepare and process outgoing mail and packages.

Coordinate and schedule interviews meetings and other daily activities.

Schedule car seat installation appointments; direct inquiries to appropriate staff or external agencies.

Assemble souvenir bags for station visits and engine requests.

Maintain and monitor equipment checkout forms.

Distribute Board of Trustees (BOT) packets monthly.

Attend and take minutes at BOT meetings; prepare finalized minutes for approval.

Process public records requests (e.g. Burn Permits ISO and Incident Reports) as approved.

Maintain and update employee volunteer and resident directories.

Coordinate maintenance of office equipment (postage machine copier fax etc.).

Track and order office supplies as needed.

Organize and maintain physical and digital filing systems for accessibility and efficiency.

Prepare and distribute shift calendars.

Coordinate bulk mailings and print projects (e.g. banquet materials thank you/sympathy cards).

Prepare new hire packets.

Assist with payroll duties including timecard collection and data verification.

Compile applicant data for review during hiring processes.

Prepare and process billing invoices (e.g. Fire/Wildland/AllHazards); verify supporting documentation and forms (Form 286/288).

Prepare and process Fuel Mitigation invoices.

Prepare and log checks for A101 deposits.

Evaluate office procedures suggest improvements and implement approved changes.

Support the Standard Operating Guideline (SOG) group with distribution posting and updates.

Track Training/Travel costs for payroll/backfill ensuring accuracy.

Book travel arrangements including flights car rentals and accommodations.

Provide support to the Office Manager/Accounting Assistant as needed.

Assist with planning and logistics for Districthosted events (e.g. meals setup/cleanup).

Provide formatting editing and document conversion assistance.

Support Telestaff callouts as requested.

Maintain the website event calendar and post BOT meeting materials.

Serve as backup for website content updates.

Prepare weekly and monthly claims reports.

Perform other duties as assigned.

Position Knowledge/Skills/Abilities:

Knowledge of:

Records management principles and file organization (physical and digital).

Standard office equipment operations (e.g. copier fax postage machine).

Microsoft Office Suite and other relevant software applications.

Business English grammar and professional correspondence standards.

Office systems procedures and administrative practices.

Skills in:

Planning organizing and coordinating schedules and meetings.

Using productivity tools for document formatting editing and conversion.

Typing at least 30 words per minute.

Attention to detail and ensuring accuracy in documentation.

Time management including prioritizing tasks and meeting deadlines.

Customer service and interpersonal relations.

Verbal and written communication.

Ability to:

Evaluate and improve office procedures and workflow.

Communicate professionally with the public and internal staff.

Handle multiple tasks and adapt to changing priorities.

Follow both verbal and written instructions accurately.

Anticipate administrative needs and act proactively.

Maintain confidentiality and demonstrate trustworthiness.

Work independently in a fastpaced environment.

Minimum Qualifications:

Valid drivers license.

High school diploma or equivalent.

Minimum of three (3) years of experience in a clerical/administrative support role with publicfacing responsibilities.

Successful completion of a background check.

Physical Demands and Working Conditions: The physical demands and work environment conditions described here are representative of those an employee encounters while performing the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is primarily performed in an office setting and may include prolonged periods of sitting typing and computer use. Tasks may involve walking standing bending and lifting items up to 25 pounds. The work also consists of: the use of memory reasoning problem solving and the exercise of good judgment; performance of basic math skills; and working within time constraints and effectively communicating with others. The noise

level is generally moderate.

Job Type:Fulltime Monday Friday 8 am 5 pm

Wage:$20/hr.

Job ID:19143

Call A2Z Personnel in Hamilton (406)or Stevensville (406)for information regarding this position or to ask about our benefits which include health coverage retirement savings and personal paid time off.

A2Z Personnel is an equal opportunity employer and is committed to promoting a diverse workplace.

Qualified applicants are considered for employment without regard to race color national origin age physical or mental disability marital status religion creed sex sexual orientation political beliefs or other characteristics unrelated to the skills and abilities required for a job performance. The agency provides reasonable accommodations upon request to qualified individuals with disabilities during all phases of employment including the selection process. No applicant will be penalized as a result of such a request.

For more information view the Equal Employment Opportunity Poster and Americans with Disabilities Act Notice or visit: