Office Manager Recruitment

Application Period: November 18, 2019 – December 5, 2019
The Griffin Fire Department is looking for an experienced professional with excellent communication and organization skills, who doesn’t mind wearing multiple hats. We are looking for a skilled office manager to manage daily support operations of the Department and plan the most efficient administrative procedures. The office manager at the Griffin Fire Department is responsible for payroll, accounts payable, accounts receivable, budget development and monitoring, and developing and streamlining administrative procedures and systems.
Experience in handling a wide range of administrative and executive support related tasks and the ability to work independently with little or no supervision is required. The ideal candidate must be well organized, flexible, have an eye for attention to details, and will be able to actively discover new ways to do the job more efficiently.
A successful office manager should be familiar with administration and accounting procedures and have a flair for numbers. Ultimately, a successful office manager will ensure that the department’s daily operations and accounting functions run accurately and efficiently.
You will be a part of the administrative team reporting directly to the Fire Chief and your work will be a critical factor in the Department’s overall performance. The goal is to ensure the smooth running of business according to established policies and vision. If you know how to keep things in order and add a strategic vision to everyday activities, we want to meet you. If you’re a highly efficient and natural leader then you’re our ideal candidate.
Ideal Candidate:
-Become familiar with, follow, and actively support the Griffin Fire Department’s mission, vision, and core value statements.
-Be an enthusiastic team player with strong drive to create a positive work environment.
-Complete work with many interruptions.
-Effectively identify, collect, and organize data and information for analysis.
-Analyze situations accurately and adopting an effective course of action.
-Establish and maintain cooperative and effective working relationships with others.
-Exercise initiative, judgment, and decision-making skills to meet objectives.
-Present ideas and concepts clearly and concisely.
-Handle sensitive and confidential information in a professional manner.
Key Skills & Proficiencies:
-Planning and Organization
-Time Management
-Attention to Detail
-Accuracy
-Initiative
-Integrity
-Adaptability
-Communication
-Analysis and Assessment
-Judgment
-Problem Solving
-Teamwork
-Budgeting
-Developing Standards
-Process Improvement
Responsibilities:
-Manage the daily administrative operations of the Department
-Function in accordance with established standards, procedures, and applicable laws
-Partner with the Fire Chief to develop and maintain office policies and procedures, as necessary
-Greet and provide general support to visitors; handle inquiries and complaints
-Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval of public records
-Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals and reviewing of industry publications
-Responsible for ensuring department’s financial objectives are met by preparing annual budget, planning the expenditures, analyzing variances, and carrying out necessary corrections that may arise at the end of each reporting period
-Design and implement filing systems; ensure systems are maintained and current
-Ensure security, integrity, and confidentiality of data
-Monitor and maintain office supplies inventory
-Assume responsibility for timely reporting
-Review the department’s budget for compliance with legal regulations
-Record day to day financial transactions and complete the posting process
-Complete tax forms
-Enter data, maintain records and create reports and financial statements
-Process accounts receivable/payable and handle payroll in a timely manner
-Preparing bank deposits, general ledger postings and statements
-Reconcile accounts in a timely manner
-Provide assistance and support to department personnel and the Board of Fire Commissioners
-Research, track and restore accounting or documentation problems and discrepancies
-Ensure compliance with governmental laws on payroll accounting and taxes
-Calculating net salaries, deductions, and withholdings
-Updating payroll files and general ledger
-Ensure payroll and tax documents are accurate
-Assist in other tasks as assigned
Education & Experience Required:
-Proven experience with office management responsibilities, systems and procedures
-Excellent time management skills and ability to multi-task and prioritize work
-Attention to detail and problem solving skills
-Excellent written and verbal communication and interpersonal skills
-Strong organizational, planning, & multitasking skills
-Proficient in MS Office, especially Excel and Word
-Knowledge of clerical practices and procedures
-Solid understanding of business functions (HR, finance, and reporting etc.) and proven experience with bookkeeping and accounting payable/receivable/payroll principles
-Knowledge of relevant laws and regulations
-Hands-on experience with accounting software
-Excellent numeracy skills with an attention to detail
-Ability to explain budgeting and financial information in plain terms
-High school degree
Education & Experience Desired:
-A valid national certification (e.g. Fundamental Payroll Certification)
-Degree in Finance, Accounting, or Business Administration
-Knowledge of human resources management practices and procedures
-Previous experience as a payroll accountant or in a similar role
-Previous experience in state or local government or the fire service
Compensation & Benefits:
Salary Scale: $62,000-$76,000
Benefits: medical, dental, and vision coverage, life & disability insurance, Deferred Compensation, vacation and holiday pay, PERS Retirement
Application Process:
Submit a cover letter, resume, and application. Applications must be received via mail or email no later than December 5. Applications will be reviewed as they are received. A background check (including financial) will be evaluated on final candidates.
Via email: admin@griffinfd.org
Via USPS:
Griffin Fire Department
3707 Steamboat Loop NW
Olympia, WA 98502

Employment Application (pdf)

Employment Application (docx)

The Griffin Fire Department is seeking proposals for services relating to the Station 13-2 water tank project

The Griffin Fire Department is seeking proposals for services relating to the Station 13-2 water tank project.  Qualifications will be taken for engineering services.

Minimum qualifications include previous experience in engineering design and inspection on similar projects.

Qualifications must be received at the Griffin Fire Department Headquarters station, 3707 Steamboat Loop NW, Olympia WA., by April 15, 2019.  The Griffin Fire Department reserves the right to reject any and all proposals not meeting the qualifications.

Project description

The Griffin Fire Department will be installing a donated 40,000 gallon metal water storage tank at Station 13-2, 8113 Steamboat Island Road NW, Olympia, WA.  A concrete pad will need to be installed for tank.  The water tank will be self filling.  The water tank will have an electric pump connected to boost pressure to hydrant.  Hydrant will be accessible from paved area, not to exceed 20’.

Fire Insurance Rating Change

Fire District 13, Griffin Fire, Fire Insurance Rating Change

The Griffin Fire Department is happy to announce that we have improved our fire insurance rating from 8a to 5. This rating is from The Washington State Ratings Bureau (WSRB). This change is due to improvements in training, service, and recognition of tender (water truck) operations. This rating change will be effective May 1, 2017.

Community members should contact their insurance companies after this date, for any possible changes or discounts to their policy.

The Griffin Fire Department is proud to serve the Steamboat community and will continue to provide quality services.

 

 

Print copy here

Texting 9-1-1

Texting 9-1-1

Text to 9-1-1 is not a replacement to a voice call to 9-1-1 in an emergency situation,
but rather as an enhancement to reach 9-1-1 services in specific situations
such as:

  • The caller is hearing/voice impaired.

  • A medical emergency that renders the person incapable of speech.

  • When speaking out loud would put the caller in danger, such as a home invasion, domestic violence situation or an active shooter scenario.

  • Any other emergency that makes it impossible to speak out loud.

Here are some key points you should know:

  • Callers should only use texting when calling 9-1-1 is not an option.

  • Using your phone to call 9-1-1 is still the most efficient way to reach emergency personnel. Texting is not always instantaneous, so if it is a life-threatening emergency, it may take longer to receive and dispatch emergency services because of the time involved. When texting, someone must enter the text, the message must go over the network and the 9-1-1 dispatcher must read the text, ask questions via text and text back.

  • Text abbreviations, emoticons or slang should never be used so that the intent of the message can be as clear as possible.

  • Texts to 9-1-1 have the same 160-character limit as other text messages.

  • Providing the location information and nature in the first text message is critical so that help can be sent as quickly as possible, otherwise the only location we would have would be the closest cell tower to you.

  • If you are not within range of the towers in Thurston County, your message may not reach 9-1-1.

  • If you have Usage Controls, you should have this feature removed to ensure full text to 9-1-1 capabilities.

  • Your cell phone must have the capability of sending text messages.

  • Text to 9-1-1 should only be used to communicate between emergency help and the texter. No pictures, video, attachment or other recipients can be received by 9-1-1.

Frequently Asked Questions:

If I am able to text 9-1-1, will the 9-1-1 center automatically know my location?
No. When you make a voice call to 9-1-1 from your cell phone, the dispatcher taking your call will typically receive your phone number and your approximate location provided by your phone as the Phase II capabilities which show the closest cell phone tower to your location. However when you text 9-1-1 from a cell phone, the dispatcher does not receive this information. This is why it is important to know your location when texting 9-1-1.

How do I find out if the area I am in has Text to 9-1-1 capability?
You can call your local 9-1-1 center to see if they are prepared to accept text to 9-1-1 messages.

If Text to 9-1-1 is available in my area, what type of wireless phone or service do I need to send an emergency text?
Check with your wireless phone company. In general, you must have a text-capable wireless phone, and a wireless service subscription or contract with a wireless phone company. You may also need a “wireless data plan.” Remember you can make a voice call to 9-1-1 using a wireless phone that does not have a service plan but you cannot text to 9-1-1 without a service contract that includes texting.

Burn Ban Information

For Burn Ban Info please go to

www.orcaa.org 

 

Stage 1 Burn Ban Restrictions

Under a Stage 1 Ban, (1) no burning is allowed in fireplaces or uncertified wood stoves, (2) all outdoor burning is prohibited, even in areas where outdoor burning is not permanently banned and (3) no visible smoke is allowed from any wood stove or fireplace, certified or not, beyond a 20-minute start-up period.

 

Stage 2 Burn Ban Restrictions

  • No burning is allowed in ANY wood-burning fireplaces, wood stoves or fireplace inserts (certified or uncertified) or pellet stoves, unless this is your only adequate source of heat. Residents should rely instead on their home’s other, cleaner source of heat (such as their furnace or electric baseboard heaters) for a few days until air quality improves, the public health risk diminishes and the ban is cancelled.
  • If your fireplace, pellet stove, or wood stove is your only adequate source of heat and therefore must be used, you must operate it cleanly. No visible smoke is allowed.
  • No outdoor fires of any kind are allowed. This includes recreational fires as well as the use of backyard fire kettles, chimineas or firepits.
  • Burn ban violations are subject to a monetary penalty.

During a Stage 2 ban, residents may use natural gas and propane appliances.

To promote, deliver, and preserve a feeling of security, safety, and a quality level of service to the citizens of our community