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Banks Fire District #13 - Executive Assistant

Posted: 7/14/25
Salary:  $60,000-$70,000
Location:  Banks, OR

 

Application Deadline: August 8th, 2025

 

Application is available at www.banksfire.org   Submit your application, resume and letter of interest to info@banksfire.gov. 

 

PRIMARY PURPOSE

Responsible for all administrative duties in direct support of the Fire Chief and Designees, the Board of Directors, and District personnel.

Supervision Received

The Executive Assistant works under the direct supervision of the Fire Chief.

 

Required Qualifications

The District Full Time Executive Assistant is a full-time position reporting directly to the Fire Chief.

  • Bachelor’s degree AND five (5) years executive administrative experience preferred or Associates degree AND seven (7) years of progressively responsible experience providing administrative support.
  • Demonstrated proficiency in Microsoft Office Suite, Acrobat Pro, and QuickBooks Enterprise.
  • Knowledge of basic report writing, grant writing/administration, and business communication;
  • Ability to prepare reports and maintain accurate records.
  • The ability to be bonded and to obtain Notarial Commission.
  • Thorough knowledge of state budget law, public meetings/records law and election law as well as District policies and Standard Operating Guides. Familiarity with Oregon Revised Statutes applicable to the District.
  • Ability to work independently and use discretion in performance of duties within District policy and procedural guidelines.
  • Ability to effectively communicate in English, both orally and in writing as needed for essential functions of the job.
  • Ability to perform those physical activities required for essential functions.

 

Primary Responsibilities

The essential functions of the Full Time Executive Assistant include, but are not limited to, the following duties and responsibilities, which are listed in no order of importance or significance:

  • Acts as an Executive Assistant to the Fire Chief in all administrative functions of the District.
  • Organizes, coordinates and directs the administrative and office functions of the district per requirements of the Fire Chief, State statutes, district policies and/or Standard Operating Procedures.
  • Coordinate all aspects of Board meeting preparation, including drafting and distributing agendas, compiling and organizing supporting documents, preparing meeting packets, posting public notices in compliance with legal requirements.  Provide administrative support during meetings, such as taking minutes and tracking action items for follow-up.
  • Provides administrative support as necessary to the stations, personnel and volunteers.
  • Responsible for grant preparation and reimbursement and tracking/reporting.
  • Responsible for accounts payable/receivable including reconciliation of all District accounts.
  • Researches, compiles and computes information for a variety of reports (response analysis and forecasting) and/or documents as necessary; Assists with long range planning (Strategic Planning) and policy preparation as needed.
  • Preparation of District correspondence, legal documents, contract/bid documents and community newsletters.
  • Processes and administers payroll and all related payroll taxes, insurance and deferred compensation documents including year-end W-2's.
  • Acts as District public records custodian.
  • Assists in preparation and research of the budget including all related materials and forms necessary to levy property taxes.
  • Oversee the maintenance of all District computer systems.
  • All other duties as requested by the Fire Chief.

 

Secondary Functions

  • Maintain and order duty apparel.
  • Assists in maintaining personnel records on all employees and volunteers.
  • Prepare District mailers and newspaper postings.
  • Serve as Human Resources representative (new employee and volunteer in processing).
  • Maintain and assist with volunteer scheduling.
  • Scheduling facility use requests and posting on calendars.
  • Plan and organize District events such as community outreach activities, recognition ceremonies, public safety demonstrations, and board functions.
  • Regularly update and maintain the District website and digital signs.

 

JOB SCOPE & SPECIFICATIONS

WORKING CONDITIONS

Normal work assignment would be 40 hours a week but could vary based on needs of the District and to include nights and weekends. In some cases, hours may be longer as required to include callback for certain emergency calls while off-duty.  May be required to attend meetings or classes outside of normal work schedule.  Compensatory time off will be provided for overtime hours worked.  Will be required to deal on a personal level with members of the public or subordinates that may be angry or uncooperative.

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.

 

KNOWLEDGE, SKILLS AND ABILITIES

Highly proficient in writing and general communications skills. Knowledge of current budget law and public meetings law essential.  Highly proficient computer skills, including the use of Microsoft office, QuickBooks Pro, and fire district applications. Assist with the planning, organizing and overseeing of all District administrative functions and enforce professional standards; complete forms and compile reports in a timely manner; deal with interruptions in the scheduled workday; work harmoniously with other departments and the public.

 

BENEFITS

Banks Fire District offers a comprehensive benefits package for full-time employees, which includes:

  • Competitive salary commensurate with experience range $60,000 to $70,000 Annually
  • Health, dental, and vision insurance with premiums paid 100% by District.
  • Participation in the Oregon Public Employees Retirement System (PERS), with the 6% employee contribution covered by the District
  • Paid vacation, sick leave, and holidays
  • HRA Account - $150 per month contributed by District
  • 457 Plan with District matching up to 2% of Annual Salary
  • Professional development opportunities
  • Supportive, family-oriented culture

CIVIL SERVICE STATUS:            Exempt                                       BARGAINING UNIT:          None

FLSA STATUS:                            Exempt

 

About Banks Fire District 13

Banks Fire District 13, located in Banks, Oregon, serves a rural community in Washington County, situated about 20 miles west of Portland. The district provides comprehensive fire protection, emergency medical services (EMS), and rescue operations, covering a diverse area that includes suburban neighborhoods, forested regions, and rural farmland. Additionally, the district encompasses parts of the Tillamook State Forest, which presents unique challenges in terms of firefighting and emergency response. Banks Fire District 13 responds to a wide range of incidents, including fires, medical emergencies, hazardous materials situations, vehicle accidents, and rescues.

The district operates with a combination of full-time and volunteer firefighters, relying heavily on volunteers to supplement staffing, particularly in the more rural areas. They also prioritize training and education, offering programs for both new recruits and current personnel, which includes firefighter certifications and emergency medical training. Beyond emergency response, Banks Fire District 13 is active in community outreach, focusing on fire safety, emergency preparedness, and disaster response to help ensure the safety and well-being of our residents.