Receptionist/Office Assistant

Division: Administration

Job Status: Full-Time, 40 hour per week schedule, Monday through Friday

Reports To: Finance & Office Manager

Job Classification: Non-union, salaried FLSA Non-Exempt

Salary Range: $45,000 - $65,000 DOQ

Opening Date: June 17, 2025

Closing Date: July 18, 2025

GENERAL RESPONSIBILITIES

The primary responsibility of the Receptionist/Office Assistant is to support the administration of King County Fire Protection District #2. Receptionist duties include greeting visitors, addressing public inquiries, providing requested information, managing phone calls, handling mail and package deliveries, handling email requests, and assisting the public effectively.

This individual will also perform accounting duties that include compiling, reconciling and submitting vouchers, reconciling all District accounts held by King County, to ensure compliance with the Washington State Auditors Budgeting, Accounting and Reporting System (BARS). The position is responsible for the preparation and processing of all accounting records and will perform other administrative and receptionist functions as required. Duties may include, but are not limited to the following:

ESSENTIAL DUTIES AND FUNCTIONS

Receptionist/Office Assistant :

1. Receive and dispense all incoming phone calls and other receptionist duties, which include receiving and distributing all phone messages, distribution of all department mail and general clerical duties etc.

2. Provide Fire District Receipts to the public for Food Truck, Residential Underground Storage Tanks, Special Permits, and new construction and remodels. Forward necessary information to the King County Fire Marshals Office.

3. Complete Public Record Requests for fire, aid, and miscellaneous reports, including insurance company requests. Prepare fire and aid reports for mailing.

4. Receive, process, and track donations for the Fire District and Aid Program. Prepare and send thank you notes to acknowledge donations received.

5. Maintain, organize and prepare records for department events including Fire Prevention Month, Kids Day, and Annual Appreciation Banquet.

6. Provide and/or process forms for FMO Flow Hydrant Access Review, Station Tour Requests, and Meeting Room Requests.

7. Establish and maintain department files and records as required. Prepare files for each New Year.

8. Assist the public with issuing fire permits, blood pressure checks, and directing questions to the appropriate personnel.

9. Prepare Department correspondence for District Officers including Fire Chief, Asst. Chief, Captain and Inspection Division. Prepare and maintain department memos.

10. Schedule CPR classes and maintain the conference room schedule.

11. Purchase and maintain inventory of all office supplies for the District.

Additional Duties :

1. Maintain department records for accounts payable and receivable by recording revenue and expenditures of the District by way of the BARS. Prepare and balance monthly vouchers for approval at the Board of Commissioners Meetings.

2. Responsible for the BARS system of balancing and recording revenue and expenditures of the District financial records in compliance with King County Comptroller and State Auditors requirements.

3. Prepare, format, establish, and maintain revenue and expenditures of the Districts finances.

4. Analyze, interpret, maintain and balance all department funds and records (Expense, Reserve, Pension, Construction and Bond Funds) including monthly, quarterly and year-end reports with the King County Comptroller reports. Provide these reports to the Fire Chief and Finance Manager.

5. Process, prepare and maintain records of Internal Revenue Service Miscellaneous Income 1099s according to IRS regulations. Maintain vendor W-9 forms for Taxpayer Identification Numbers.

6. Balance and maintain accounting records of deposits with District receipt books and King County Comptroller report cash transmittal forms.

7. Invoice, review and collect funds from other Fire Districts and/or businesses, and maintain those account records. Prepare and perform Bank Deposits.

8. In conjunction with the Inspection division pertaining to the Districts Annual Business Fire Code Permits: issue receipts, record paid business payments, and notify Fire Recovery of payment.

9. Provide and perform any other duties as assigned by the Fire Chief or Finance & Office Manager.

EMPLOYMENT STANDARDS

Education and Experience : High school diploma and college course work, or any combination of higher-level education, training, and equivalent experience. A minimum of two years of responsible administrative office work experience. Trained in financial accounting practices, general office skills, and computer software applications.

Knowledge Of:

1. Possess customer service etiquette and office communication skills. (Required)

2. Demonstrates a degree of proficiency in the use of the Microsoft Office suite applications including Word, Excel, Outlook, and Teams.

3. Financial computer software applications, i.e. Springbrook Software. (Preferred)

4. Generally accepted professional filing, sorting, and organizing practices.

5. Correct usage of English with regard to spelling, grammar, and punctuation.

6. Familiarity with general accounting practices (GAP) and the general principles of public administration and organization. (Preferred)

7. Familiarity with Revised Codes of Washington (RCWs) and Washington Administrative Codes (WACs) pertaining to the fire service. (Preferred)

Ability To:

1. Establish and maintain positive public relations and cooperative working relationships.

2. Interact professionally with the public in person and on the telephone.

3. Perform a variety of advanced financial and clerical tasks.

4. Work independently and analytically.

5. Follow verbal and written directions.

6. Complete advanced math calculations and reconciliations.

7. Operate a variety of general office equipment including a telephone console, computer, copier, facsimile, and printer.

8. Demonstrate initiative and exercise good judgment in the performance of duties.

Accountability:

The position is accountable for the timely completion, quality, and accuracy of assigned tasks and must be proficient in standard office word processing, spreadsheets, and database records systems. Punctual and reliable attendance based on an assigned schedule is essential for successful job performance in this position.

WORKING CONDITIONS AND PHYSICAL DEMANDS

The physical demands and characteristics of the work environment described here are representative of those occurring in the performance of the essential functions of this job.

Work is performed in an office environment with occasional public contact. While performing the essential functions of this job, the position may require prolonged sitting and intermittent standing, walking, reaching, twisting, turning, kneeling, bending, squatting, stooping, grasping, and repetitive and fine coordination hand movement. The qualified applicant must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus.

Work is performed mainly during regular office hours; however, on occasion, the qualified applicant may be asked to attend meetings or agency events outside regular office hours.

COMPENSATION AND BENEFITS:

1. $45,000 - $65,000 DOQ

2. Medical and Dental Insurance

3. PERS Retirement

4. 457 Retirement Plan

5. VEBA Retirement Plan

6. Vacation

7. Holiday

8. Sick Leave

9. Longevity Pay

10. Education Pay Incentive

11. Health Incentive Pay

To apply, please submit your cover letter and resume to: ...

In the Subject Line of your Email, please include: KCFD2 Receptionist/Office Assistant