[Title: Administrative Assistant [FLSA Status: Non-Exempt [Reports to: Fire Chief [Employment status: Full-time

[Position Summary [Under the supervision of the fire chief, this position provides a variety of routine and complex administrative and clerical work to assist the fire chief and support the Department's day-to-day operations. Work involves independently preparing routine and non-routine correspondence, compiling information for reports, maintaining files of various records, reports, documents, and correspondence, and assisting in assigned fiscal functions. The administrative assistant must exercise initiative and independent judgment in completing assignments in a timely manner. The administrative assistant must also exercise courtesy and tact with internal and external stakeholders, including the general public. The individual in this position will encounter sensitive information in performing their duties and is expected to maintain that information confidentially.

[Essential Duties and Responsibilities [The essential functions include, but are not limited to, the following:]{bookman="" old="" style",serif"=""}]{bookman="" old="" style",serif"=""}]{bookman="" old="" style",serif"=""}]{bookman="" old="" style",serif"=""}]{bookman="" old="" style",serif"=""}]{bookman="" old="" style",serif"=""}]{bookman="" old="" style",serif"=""}]{bookman="" old="" style",serif"=""}

Acts as the first point of contact for staff, volunteers, board members, organizations, other departments, and the general public and responds to inquiries for information on Department policies, regulations, and practices.

Answers telephones, takes messages, greets visitors, ascertains the nature of visitor business, gives information, and/or routes calls or visitors to appropriate Department personnel.

Supports the Departments Human Resources function by operating as a confidential aide to the fire chief.

Provides the secretary function for the Board of Directors, including attending and taking minutes of all Board of Directors meetings, preparing board packets, and providing meeting notices.

Supports volunteers by regularly disseminating pertinent information, providing necessary forms, and ensuring all forms are correctly completed.

Assists with onboarding new members by completing initial orientation paperwork, initiating background checks, and creating personnel files.

Completes data entry and provides timely and accurate information and reports for employee milestones, workers compensation audits, Department of Labor and Workforce Development surveys, OSHA, and other Department needs.

Receives invoices for Department purchases and billings and assists with preparing payables.

Uses computers for various applications such as database management or word processing.

Processes and prioritizes incoming mail, faxes, and memos; prepares outgoing mail.

Follows procedures for systematic retention, protection, retrieval, transfer, and disposal of Department employee and volunteer records.

Runs financial and other reports for the Board of Directors, fire chief, State of Alaska, and the Fairbanks North Star Borough.

Manages and tracks renewals for insurance policies, vehicle registrations, banking records, and contracts.

Prepares agendas and makes arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.

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