Administrative Assistant II - Fleet and Facilities

Position: Administrative Assistant II – Fleet and Facilities

Rate of Pay: $5,777.67 - $7,742.67 monthly ($69,332 - $92,912 annually). This position is non-exempt and therefore eligible for overtime.

Position Description/Requirements: Under the direction of the Fleet Supervisor, works independently to provide a wide variety of complex, specialized, technical, and administrative duties in support of the Fleet and Facilities divisions. See attached job description for complete details.

Puget Sound Fire Overview: Puget Sound Regional Fire Authority is an internationally accredited full-service, all risk fire and rescue department that provides services to the citizens of Covington, Kent, Maple Valley, SeaTac, Tukwila, and Fire Districts 37 & 43. Our workforce is comprised of approximately 475 employees.

Work Location: Your main office will be 20678 72nd Ave S, Kent, WA 98032. Throughout the course of your work, you may need to report to various stations throughout our service area, on occasion.

Typical Schedule: Day shift; 8 hours per day, five days per week. After a training period, we may allow a HYBRID remote schedule, with a maximum of two days per week remote, but you will be required to report to work in-office for the remainder of your work week, no exceptions.

Union Membership: No. This is a non-represented civilian position.

To Apply: Please apply online at https://selfservice.pugetsoundfire.org/ess/EmploymentOpportunities/

Selection Process: Once the job closes, all applications will be reviewed for minimum qualifications. Successful candidates will be contacted to schedule interviews.

TENTATIVE SCHEDULE

Opens: November 25, 2025

Closes: December 1, 2025 *or until filled.

First review of Applications: December 2, 2025

• Any applications submitted after midnight on November 30th will only be considered if we do not hire someone from the first-round interviews.
  
  

1st Interviews: Week of December 8th

2nd Interviews: Week of December 15th

Contingent Offer, start background screening: by December 18th

Final Offer: by January 2nd (dependent upon timing of background screening)

Anticipated Start Date: January 20th or sooner depending upon candidate availability.

Administrative assistant II – fleet and facilities

PAYGRADE: 19

FLSA STATUS: Non-Exempt

LAST REVIEWED: March 2025

General Purpose

Under the direction of the Fleet Supervisor, works independently to provide a wide variety of complex, specialized, technical and administrative duties in support of the Fleet and Facilities divisions. This class is a journey level administrative classification and is distinguished by the advanced level of clerical, technical and administrative support duties that are provided for a designated department head(s), division head(s), or directly supporting complex PSF departments or programs as a subject matter expert. This classification level requires advanced technical skills to effectively perform the essential job functions independent of frequent oversight. The duties require the frequent use of tact, discretion, independent judgement and initiative.

Essential Functions

• Provides varied, technical, complex, responsible, and confidential administrative assistance for a designated Deputy Chief, Director, or agency-wide or multi-agency program.
• Prepares drafts of a wide variety of finished documents from brief instructions or provided materials; initiates specified correspondence independently for signature by appropriate management, supervisory or professional staff; retrieves data and prepares reports for review based on analysis.
• Reviews finished materials for completeness, accuracy, format, compliance with organizational policies and procedures, and appropriate English usage, including spelling, grammar, and punctuation.
• Assists with the maintenance of various systems as a subject matter expert (SME); may be assigned as a subject matter expert for modules in the ERP.
• Provides assistance with project management tasks; coordinates various parts of assigned projects with project manager and stakeholders as assigned.
• Schedules and arranges for meetings; organizes own work, sets priorities and meets critical deadlines; maintains appointment schedules and calendars for self and others as assigned.
• Helps organize, set-up, and attend a variety of meetings with PSF staff, contractors, vendors, representatives of other governmental and/or regulatory, agencies and the public, to identify, discuss and/or resolve problems.
• Collects and prepares the information for internal and/or external committees as assigned.
• Makes travel arrangements for self and others as assigned.
• Tracks and prepares invoices; assists with the processing of requisitions, expenses and related forms and documents. gathers P-Card documentation and submits on behalf of self and others as assigned.
• Creates, organizes, and maintains various office files, both general and confidential.
• Updates website and SharePoint sites for department/division.
• Other duties as assigned.
  
  

Knowledge Of

SUCCESSFUL INCUMBENTS FOR THE POSITION WILL HAVE:

• Standard office administrative and secretarial practices and procedures.
• The operation of common office equipment, including but not limited to Microsoft Office products, division-specific technology/programs, multifunction copier, and multi-line phone system.
• General and confidential record keeping, report preparation, and filing methods.
• Correct English usage, including spelling, grammar, punctuation, and vocabulary.
• Standard business arithmetic.
• Research and analysis methods.
• Principles and practices of project management.
  
  

Skills

• Excellent communication and interpersonal skills; uses tact, patience, and courtesy while interacting with others.
• Problem solving skills; makes use of research and analytical methods, practices, and procedures to define and resolve issues.
• Effective listening, verbal, and written communication skills.
• Attention to detail and an eye for a high level of accuracy.
• Proficient at learning and applying technology/software applications.
  
  

Abilities

• Application of project management principles.
• Maintain effective working relationships with others.
• Maintain confidential files, records, and reports.
• Understand and follow oral and written directions.
• Compose, proofread, edit, routine and special general correspondence and reports including letters, memoranda, and minutes.
• Work confidently with discretion.
• Work independently with minimal direction.
• Effective time management and problem solving.
• Analyze situations accurately and adopt an effective course of action.
• Become familiar with, follow, and actively support the Puget Sound RFA’s mission, vision, and core value statements.
  
  

SKILLS FOR THE POSITION MAY BE GAINED THROUGH EDUCATION, CERTIFICATION, RELEVANT JOB EXPERIENCE OR A COMBINATION, SUCH AS:

Education

High school diploma or equivalent (GED) supplemented by two (2) years of college level coursework or training in public or business administration, office management, administrative support, payroll/accounting or a related field

Experience

Four (4) years of increasingly responsible administrative support experience, including at least two (2) years of administrative support to a division director/manager.

Preferred

• Customer service experience.
• Previous fire service or municipal government (public sector) experience.
• Professional Administrative Certification of Excellence (PACE)
  
  

Or

In place of the above requirement, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual's knowledge, skill and ability to perform the essential functions listed above.

Licenses And Other Requirements

• Microsoft Office 365 Products
  
  

Physical Demands And Working Conditions

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 regularly required to sit for extended periods of time; use hands to finger, handle, or feel; and talk and hear. The employee frequently is required to type on keyboard for extended periods of time. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work is performed in a typical office environment, which includes a computer and workstation. The incumbent may occasionally travel to perform duties at various work locations, such as fire stations or outdoors. If outdoors, the working conditions may be in varied weather conditions or uneven terrains. The noise level in the work environment is usually moderate while indoors; the noise level will vary outdoors depending on the location.