Office Manager / Administrative Director
Ponderosa Fire District
Bellemont, AZ
Posted ago
Ponderosa Fire District

To provide administrative management for the Ponderosa Fire District (PFD) employees and volunteers, the PFD Governing Board, the PFD PSPRS Local Board and the PFD Strategic Planning Committee. 

The Office Manager is responsible for a wide variety of written presentations (both internal and external). Coordinates, plans and prepares special projects as assigned. Performs routine and complex assigned clerical and administrative duties under the direction of the Fire Chief. 

Responsibilities

  • Provides complex administrative support to the PFD staff, including preparation of correspondence, documents, and reports, research, scheduling, etc. 
  • Provides administrative support for the PFD Governing Board by preparing and distributing all Board Agendas; attending all Board meetings, assuring that each meeting is recorded and Minutes taken; and assisting the Board with other various requests. 
  • Provides administrative support for the PFD Public Safety Personnel Retirement System (PSPRS) Local Board.
  • Provides administrative support for the PFD Strategic Planning Committee. 
  • Prepares and distributes Board packets of information including Agendas, Reports, Resolutions, and all business items for distribution one week prior to all Regular Board meetings. 
  • Coordinates Fire Board elections in conjunction with Counties; prepares and publishes legally required Notices for Fire Board elections. 
  • Assists with preparation and distribution of district policies and procedures. 
  • Prepares numerous types of documents including comprehensive reports, creating and editing from rough draft, verbal instruction, or transcription. 
  • Assists in preparation of grant applications including follow-up documents and reports. 
  • Independently composes correspondence related to assigned responsibilities. 
  • Responsible for budget preparation, preparing cost estimates, and managing assigned budget areas, i.e., Governing Board, PSPRS Local Board. 
  •  Oversee all departmental purchasing and accounting procedures including internal audit procedures and compliance. Prepare for and assist with the annual audit. Gather, review and analyze data as it relates to district financing and present the findings to the Fire Chief and the PFD Board. 
  • Balance all accounts for the District including the County Account, Payroll Account and Wildland Account. 
  •  Oversee all financial functions and payroll prepared by HintonBurdick. Completes the Quarterly Reports: Arizona Department of Revenue, IRS, Workmen’s Comp, Unemployment. Completes the Annual Reports: W2 forms, 1099 forms, Annual Report to County Board of Supervisors, Annual Pension Reports. Lease purchases Report to Arizona Department of Revenue, Bond Report to the Arizona Department of Revenue. Assure that the W/2 forms balance with the quarterly report to IRS and the Arizona Department of Revenue. 
  • Responsible for court ordered levies on employees pay including tax levies from IRS and Arizona Department of Revenue, creditor levies, and Child Support. Sends all required correspondence regarding levy to Child Support Clearing House, IRS, Arizona Department of Revenue, creditor and employee. Has knowledge of the law regarding disposable income and maximum withholding. 
  • Responsible for account payable by performing audits to assure the proper account is used and the information is accurate. 
  • Responsible for paperwork for all new hires and release paperwork for employees who leave employment with District. 
  • Responsible for all aspects of Human Resources. 
  • Prepare and maintain State billing for wildland assignments. Track fires that the firefighter and equipment are assigned. Present a report to the Fire Board showing all off district billings. The report is to include payroll and other expenses to show the gross amount and the net amount for each fire with a total for the fiscal year. 
  • Send workmen’s comp injury reports to Arizona State Comp Fund and the Industrial Commission. Track the workmen’s comp injuries and prepare report for posting. Report all workmen’s comp injuries to the Fire Chief. 
  •  Maintains office files, file index and file destruction records or makes assignments to office staff for these tasks. 
  •  Handle confidential information and FIREHOUSE software properly and comply with HIPPA guidelines. 
  • Issue burn permits and take controlled burn calls reporting the area to the on duty firefighters and to forest service dispatch. 
  • Creates, edits, and distributes the district newsletter. 
  • Coordinates travel arrangements for staff and Board members. 
  • Takes initiative and makes decisions in absence of the Fire Chief. 
  • Prioritizes projects and uses time effectively. 
  • Receives the public and answers questions; responds to inquiries from District personnel, citizens, and others and refers them to appropriate persons, as necessary. 
  • Performs other administrative and clerical duties, as assigned. 
  • Maintains positive working relationship with PFD personnel. 
  • Perform other duties as assigned.

Qualifications

MINIMUM QUALIFICATIONS
Education and Experience: 

  • High school diploma or GED; and six years executive administrative experience; OR, 

  • Associates degree in Public Administration, Business Administration, or a closely related field; and four years executive administrative experience; OR, 
  • Bachelor’s degree in Public Administration, Business Administration, or a closely related field; and two years executive administrative experience. 

Necessary Knowledge, Skills and Abilities: 

Thorough knowledge of: 

  • Modern office practices and procedures, and equipment, including word processing, filing, and general business practices. 
  • Research procedures and sources, with the ability to convert what is learned into a proposal or report. 
  • English usage, spelling, grammar, and punctuation.
  • Business letter writing and report preparation. 
Working knowledge of: 
  • Computers and electronic data processing. 
  • Principles of supervision and training. 
  • Principles and procedures of record keeping. 
  • Appropriate telephone etiquette. 

Ability to: 

  • Effectively meet and deal with the public. 
  • Effectively monitor and supervise assigned personnel. 
  • Communicate effectively verbally and in writing. 
  • Handle stressful situations. 
  • Perform responsible and difficult administrative assignments involving the use of independent judgment and personal initiative. 
  • Independently prepare correspondence and memoranda.
  • Take and transcribe dictation. 
  • Type 70 words per minute. 
  • Work independently in the absence of supervision, and to make independent decisions when appropriate or necessary. 
  • Prioritize projects and use time effectively. 
  • Write legibly. 
  • Meet Special Requirements, as listed. 
  • Skill in operation of listed tools and equipment. 

 SPECIAL REQUIREMENTS 

  • Must be able to speak, read, and write the English language. 
  • Must be 18 years or older at time of employment. 
  • Must meet insurability requirements of District insurance carrier.  

SELECTION GUIDELINES May include any or all of the following: formal application; rating of education and experience; written/practical testing; oral board; background/driver’s license verification and check; hiring list; offer of employment; post-offer physical examination, including drug screen. 

 TOOLS AND EQUIPMENT USED Personal computer including word processing and database software attached to a computer network; copy machine; postage machine; fax machine; calculator; paper shredder; transcribing machine; telephone switchboard, and other general business office equipment.

 PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb or balance; and stoop, crouch, and kneel. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close, color, and peripheral vision, and the ability to adjust focus. 

 WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate such as found in a normal business office with computers. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.  

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. PFD maintains a drug-, alcohol-, and tobacco-free environment.

Compensation
$33,000-$37,000 annually
About Ponderosa Fire District

Ponderosa Fire District (PFD) is a rural fire district in Northern Arizona located 10 miles west of Flagstaff. The District encompasses approximately 25 square miles, serving a population of approximately 3,000 in the communities of A-1 Mountain, Saskan Ranch, Bellemont and Parks, Arizona. In addition, PFD provides emergency services for 20 miles of Interstate 40 from exit 171 to exit 191. 



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