Posted: 9/5/23
Salary: $51,732-$69,684 per year
Location: Aumsville, OR

Duties:
Manage the fire district office and perform complex office administrative work. Provide administrative and clerical support to fire district staff, the Board of Directors, and act as confidential assistant to the Fire Chief. Perform regular accounting duties including accounts payable, accounts receivable, and processing payroll. Manage reporting of employee benefits in accordance with federal, state, and local regulations. This position anticipates professional interaction with residents of the district and city officials as well as daily communication and support for district career and volunteer personnel.

Requirements:
Experience with Microsoft Office, payroll/accounting, records management, organizational skills, and records retention required. Knowledge of governmental fund accounting, public budget law, public meeting law, Oregon employment law, and experience in Human Resources is desired.
Application Packets are available online at www.aumsvillefire.org or
at the fire station located at 490 Church St., Aumsville, OR 97325
Application packet must consist of a cover letter, resume, and letters of reference (optional). Please send your completed application packet to: Aumsville Rural Fire Protection District, Attn: Chief Garrison, PO Box 247, Aumsville, OR 97325 or hand deliver to the Aumsville Fire Station Monday – Friday between 8am and 4pm. If you have questions about the application process, please contact Interim Chief Robert Garrison at (503) 508-6648.

Wage and Benefits:

• Current salary range $51,732 -$69,684 depending on experience.

• 40 hours per week

• PERS Retirement – including 6% employee pick up paid by the district.

• Paid time off – 32 hours of personal leave each year

• Accumulated vacation hours based on years of service.

• Sick leave accumulations on a monthly basis

• Paid holidays – 11 per year

• Life, Accidental Death/Dismemberment insurance coverage

• Health insurance package – 100% full family coverage

• HRA VEBA – 100% employer paid contributions

Classification:
This classification is responsible for all office administration and financial duties, direct or indirect support of the Board of Directors, Fire Chief, and management staff in meeting fiscal and operational goals of the district.

Supervision Received:
The Office Administrator works under the direct supervision of the Fire Chief and is a member of the management team. This position is classified as a confidential employee.

Essential Duties and Responsibilities:
Responsible for most aspects of the district’s finance system including budget documentation, general ledger, accounts payable and accounts receivable functions. This position performs payroll processing and provides senior level support in the areas of personnel and administration. The position serves as primary support to the Board of Directors and performs other duties as required:

• Assists and makes recommendations in the preparation of the district’s annual budget; monitors budget revenue and expenditures, prepares monthly Board and other various reports, and responds to questions and provides clarification for audits as required.

• Completes all accounts payable functions for the district including preparation of purchase orders, invoices for payment, maintain all records of accounts payable, preparation of checks, manages petty cash, and preparing and initiating fund transfers.

• Performs all account receivable functions for the district: including preparation of invoices for billing, prepare and make deposits, post property taxes, and maintain all records of account receivables.

• Track district fixed assets.

• Perform all payroll services for the district including the review of electronic timesheets, calculating, and posting various types of pay and leave accruals, prepare voluntary employee payroll deductions, distribute paychecks and maintain payroll records. Ensuing compliance with requirements of the Fair Labor Standard Act (FLSA) and Oregon wage and hour regulations.

• Create and maintain all personnel files.

• Acts as administrator for all employee benefit programs including health, dental, life and disability insurance, HRA VEBA, PERS retirement, and deferred compensation plans.

• Prepare and track worker compensation injury reports and related documentation, including maintaining the OSHA log.

• Attend and record district board meetings and serve as the board clerk. Prepare and distribute public notes, minutes, and resolutions as well as present the secretary treasurer report.

• Prepare and distribute the district’s annual report.

• Maintain all documentation of district grants; applied for and received. File grant application copies, track expenditures, and prepare reports as required.

• Conduct assigned research projects and prepare related reports.

• Review, maintain, and prepare district procedures and manual.

• Assist with long range planning and policy preparation and participate in staff meetings as requested.

• Responsible for archiving records and destruction of archived documents in accordance with State retention schedule and laws.

• Provide support and assist with IT contract for the district’s managed service agreements, assist the Chief in IT planning, web page management/maintenance, and assist with specs for updating and/or purchasing new hardware/software for the district’s computer and telephone systems.

• Respond to public inquiries.

• Attend special meetings, educational classes, and work sessions as required.

• Perform other related duties as assigned.

Qualifications:

• Strong ability to interact with the public in a professional and pleasant manner.

• Advanced knowledge of office, accounting practices and procedures.

• Knowledge of Oregon budget and public meeting laws.

• Knowledge of office equipment and software, business writing, ability to spell and apply correct grammar.

• Create and maintain a file system.

• Ability to understand and carry out oral and written direction.

• Interact with and maintain harmonious relations with fellow employees, constituents, and members of the public.

Desired Qualifications:

• Public agency accounting experience.

• CenterPoint software experience.

• Oregon Fire Service Office Administrators Association accreditation.

• Local Government Management certification.

• Human Resource certification(s).

• CPR training.

• Associate or Bachelor’s degree in Accounting and/or Business Administration.

• PIO certification.

Work Environment and Physical Demands:
Work is primarily performed in an office environment in the district office. Attendance is required for Board meetings one evening per month and special meetings as needed. Out-of-the-area training and travel may be required, on occasion. This position includes sitting for long periods of time while performing data entry and other clerical tasks. Using wrists, hands, and fingers to perform date entry and manual posting tasks for long periods of time. Bending and/or stooping from a sitting position or standing to perform filing and other functions. Occasional lifting and moving up to 20 pounds. Specific vision abilities required for this position include close vision and the ability to adjust focus.

Position Description + Application