Administrative Specialist

Position Description

King County Fire District No. 20 is looking for a reliable, organized, and motivated Administrative Specialist to support our daily operations. This full-time position plays a key role in keeping our office running smoothly and helping our team serve the community efficiently.

The Administrative Specialist serves as the primary office receptionist and performs a wide variety of administrative functions, including scheduling, event coordination, and customer service. The ideal candidate will demonstrate excellent communication skills, attention to detail, sound judgment, and the ability to manage multiple priorities in a fast-paced, team-oriented environment.

Position Details, Salary, and Benefits

Reports To: Fire Chief

Job Classification: Non-union, FLSA non-exempt, full-time (40 hours/week, Monday–Friday; occasional weekends for community events)

Salary: $6,248 – $7,522/monthly ($74,970 – $90,270 annually), DOE

Benefits:

·         100% District-paid medical, dental, and vision coverage for employee and dependents

·         100% District-paid basic life insurance policy

·         100% District-paid long-term disability premium

·         Washington State PERS retirement plan

·         Monthly District contribution to an approved 457(b) Deferred Compensation plan

·         Twelve (12) days of sick leave per year

·         Sixteen (16) hours of personal leave annually

·         Eleven (11) recognized holidays

·         Opportunities for overtime and/or compensatory time at an enhanced rate

·         Continuing education and job-related courses may be fully reimbursable, subject to approval by the Fire Chief

Duties and Responsibilities

Responsibilities include, but are not limited to, the following:

·         Serves as the primary point of contact for the District, performing front office operations including greeting visitors, answering calls, assisting community members, and ensuring efficient, professional, and policy-compliant customer service.

·         Provides professional and confidential administrative support to District personnel.

·         Coordinates and prepares meeting logistics, including scheduling, agenda preparation, and packet distribution for Board and staff meetings.

·         Assists with organizing official District records in compliance with established retention and destruction requirements.

·         Monitors and maintains office supply inventory, coordinating procurement, delivery, and distribution in accordance with District purchasing procedures.

·         Assists with human resources functions, including recruitment and onboarding.

·         Supports District communications and correspondence, including drafting letters, memos, and reports as directed.

·         Assists with communications and public outreach, including preparing and distributing internal announcements, updating website and social media content, creating event and marketing materials, coordinating photography, and maintaining consistency with District branding and messaging standards.

·         Coordinates and assists with special projects, community programs and events, ensuring accurate documentation and professional representation of the District.

·         Performs general housekeeping and office maintenance tasks, including preparing meeting spaces, maintaining shared areas, and ensuring a clean, organized, and professional work environment.

·         Manages scheduling and travel arrangements for leadership and staff as required.

·         Performs other related duties as assigned to support the District’s mission and operational objectives.

Education and Experience

·         High school diploma or equivalent required; additional education or coursework in business administration, office management, or a related field is preferred.

·         At least one year of progressively responsible administrative experience, demonstrating strong organizational, communication, and clerical skills.

·         An equivalent combination of education, training, and relevant experience that provides the necessary knowledge and abilities to perform the duties of the position will be considered.

Knowledge, Skills, and Abilities

·         Strong interpersonal and teamwork skills, with the ability to work effectively with internal staff, public officials, partner agencies, and diverse community members.

·         Excellent written and verbal communication skills, demonstrating professionalism, clarity, and proper grammar in all correspondence and interactions.

·         Proficiency in Microsoft 365 applications, including Word, Excel, PowerPoint, Outlook, SharePoint, and Teams.

·         Ability to learn and adapt to new software programs and technology platforms.

·         Ability to maintain confidentiality, exercise sound judgment, and handle sensitive information with discretion.

·         Highly organized and detail-oriented, demonstrating accuracy, consistency, and efficiency in all tasks.

·         Proactive and adaptable, with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.

·         Commitment to supporting District goals, maintaining a positive attitude, and fostering a professional and collaborative work environment.

·         Flexibility to occasionally work outside of regular business hours to support meetings, events, and community programs.

Accountability

The Administrative Specialist is accountable for the timely, accurate, and high-quality completion of assigned tasks. Regular and punctual attendance is essential. Some pre-arranged work outside normal business hours may be required.

Equipment and Tools Used

Operates standard office equipment including phones, computers, copiers, scanners, printers, postage meters, and laminators. May operate a District vehicle for business purposes.

Working Conditions

This position functions in an office environment that may experience moderate noise and frequent interruptions. Work involves competing priorities and occasional lifting of up to 20 pounds. The position is based at District Headquarters and follows a 40-hour workweek.

Other Requirements

Must possess or obtain a valid Washington State driver’s license. Employment is contingent upon successful completion of background and reference checks.

This position description outlines the general duties and responsibilities of the role and the typical level of knowledge and skill required. It is not an exhaustive list of all tasks. The District reserves the right to assign additional duties or modify job responsibilities as necessary.

Apply directly via our website:

https://www.king20fire.org/administrative-specialist