Administrative Assistant

We are seeking a dependable and motivated Administrative Assistant to support the daily operations of a front office within a fast-paced, emergency services environment. This role is essential to keeping things running smoothly, providing vital clerical and administrative support to the District. Candidates with a background in medical, fire service, or other emergency-related fields are strongly encouraged to apply. Contact A2Z Personnel today for this exciting employment opportunity!

Duties:

• Answer and transfer phone calls, screening and taking messages when necessary.
• Sort and distribute emails from the general email, faxes, and other communications.
• Sort, distribute, and send out notifications for incoming mail and packages.
• Prepare outgoing mail (envelopes, packages, etc.).
• Post Daily Rosters.
• Schedules interviews, meetings, and daily operations.
• Makes travel arrangements and reservations.
• Schedule car seat appointments and refer questions to the appropriate staff (Car Seat Tech/Fire Fighter, Health Department’s Buckle Up MT, etc.) and conduct reminder calls the Friday before the event.
• Prepare souvenir bags for station visits/engine requests.
• Maintain equipment checkout forms.
• Take minutes and dictations for the monthly BOT meeting; provide communications at the BOT meeting, distribute and archive BOT packets.
• Process public requests, including but not limited to Burn Permits, ISO requests and Incident Report requests, and others as approved by the supervisor.
• Maintain and update employee directory, volunteer information, and program manager list.
• Performs or facilitates maintenance of office equipment (Postage Machine, fax, scanner/copier), including cleaning, maintenance, and repairs.
• Maintains inventory of office supplies; orders new supplies as needed.
• Maintains office files (physical and electronic; implements an efficient system for other staff to access files and records.
• Prepare and distribute shift calendars.
• Produce mailings and large printing projects (awards banquet, thank you cards, sympathy cards, etc.)
• Evaluates and documents office procedures, implements office policies, and makes recommendations for improvement.
• Assists with hosted events; orders meals and cakes, sets up, and tears down.
• Assist with forms and documents in formatting, conversions, and editing.
• Assist with Telestaff call-outs as requested.
• Backup for website updates.
• Other duties as assigned.

Qualifications:

• Three (3) years of previous experience in an administrative role with clerical duties and experience working with the public are required.
• High school degree or equivalent required.
• Valid Driver’s License required.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational and attention to detail.
• Excellent time management skills, with a proven ability to meet deadlines.
• Ability to function well and work independently in a high-paced work environment.
• Must be reliable and extremely trustworthy.
• Ability to type at least 30 words per minute.
• Ability to anticipate work needs and interact professionally with the public.
• Ability to follow verbal and written instructions.
• Ability to operate standard business equipment.
• Knowledge of standard written English and business English with a proficiency in grammar.
• Extensive knowledge of office management systems and procedures.
• Proficient with Microsoft Office Suite or related software.
• Must be able to work in a semi-sedentary work environment and be able to lift 25lbs. occasionally.

Job Type: Full-time, Monday - Friday 8 am-5 pm with a 1 hour unpaid lunch

Job ID: 16608

Salary: $20/hr.

Benefits: Medical, Dental, Vision – full coverage for Employee and family, professional development assistance, and room for growth

Contact A2Z Personnel in Hamilton at (406) 363-0723 or Stevensville at (406) 777-1662 for information about this position or to inquire about our benefits, which include health coverage, retirement savings, and paid personal 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 for 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: https://www.eeoc.gov/employees-job-applicants.