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)