Job Description
Job Description
This part-time position is based in an active fire station with frequent interruptions due to emergency calls and operational needs or shenanigans of firefighters and command staff. Dispatch radio traffic is aired throughout the building, which not only interrupts conversations but includes details that may be upsetting to some (confidentiality is key). Additionally, we are a dog-friendly office. On various days, you may be greeted by the lively, petite Miss Scarlett or our resident brute-squad, Gator, and his girl Sheila. DeeOhGee and Clio may also stop in. We are a fun office doing serious business - sometimes it's loud, sometimes it's smelly, sometimes it's eerily quiet. We're looking for someone that can get the work done while rolling with the chaotic nature of the fire service.
This is a new position, currently budgeted for 20-hours per week but may increase in hours, up to a full 40/week, in 2027. The hours are flexible and remote work may be available in the future. As a new position, changes to the job responsibilities and hours may be necessary as we settle in to working together.
The full job announcement and job description are available on our website: https://www.evansfiredistrict.org/operations-finance-assistant/
The Operations and Finance Assistant provides administrative support on a wide variety of clerical and financial projects and programs while supporting the Administrative Director in the efficient operation of the administrative services of the District. The Operations and Finance Assistant’s primary duty is support of work directly related to the general business operations of the District, including finance, accounting, budgeting, auditing, and purchasing; employee benefits; public relations; and legal and regulatory compliance. As part of the EFPD administrative staff, the Operations & Finance Assistant will be exposed to details of emergency calls requiring confidentiality and discretion.
The Operations and Finance Assistant provides administrative support and record keeping for the District Board of Directors and Volunteer Firefighter Pension Fund Board of Trustees. Under general direction provides clerical and administrative assistance to the Fire Chief, Fire Marshal, and other staff as needed.
Along with the Board, Fire Chief, and Administrative Director, the Operations and Finance Assistant will assure the District’s relevance to the community, the accomplishment of the District’s mission and vision, and the accountability of the District to its diverse constituents.
The Operations and Finance Assistant shall not be required to respond to, or specifically supervise, emergency operations (including fire, rescue, hazardous materials, or EMS) while performing the administrative duties set forth herein. Any compensation paid to the Operations and Finance Assistant shall be in consideration for his/her administrative, non-firefighting duties, and shall not be in consideration for performing any firefighting or other emergency services, including rescue, hazardous materials, or EMS. As such, it is a purely non-sworn, non–emergency operations administrative position.
Administrative Tasks:
- Provides administrative support in assigned area of responsibility, including ordering office supplies, processing incoming and outgoing mail, coordinating logistics, and maintaining policy and procedure manuals, and/or other related documents.
- Performs administrative functions including typing, filing, compiling and entering inventory, data processing, and other general clerical duties.
- Maintains personnel training and certification records.
- Assists with coordination of hiring processes to include posting jobs, performing background & reference checks, and scheduling interviews.
- Assists staff with preparing applications and researching available grants.
- Assists with management of District website and social media channels.
Finance
- Processes payroll, investigates and resolves payroll discrepancies;
- Processes all bi-weekly, monthly, and quarterly payroll liabilities and any related reports or submissions.
- Prepares and sends invoices.
- Manages accounts receivable; ensures accuracy in posting to G/L.
- Manages accounts payable; ensures budget compliance.
- Prepares monthly and quarterly finance reports.
- Reconciles all credit card charges and receipts, ensures accurate documentation and record-keeping.
- Reconciles all accounts, resolving any discrepancies.
Board Support
- Provides administrative support to the District’s Board of Directors and Volunteer Pension Board of Trustees, as needed.
- Coordinates the annual calendar of all Board meetings and activities.
- Maintains the Board contact list and committee assignment list.
- Files requisite Board & District documents.
- Prepares Board of Director & Pension Board of Trustees agendas, informational packages, and staff reports; ensures distribution on a timely basis for review prior to meetings and satisfies all legal requirements.
- Attends Board of Director & Pension Board of Trustees meetings; completes, distributes, and archives meeting minutes.
- Ensures board events are carried out in an appropriate and timely manner. Includes arranging for facilities and catering, issuing information and/or invitations, and coordinating participants.
- Makes travel and other arrangements for Directors, Chief, or staff when attending conferences & trainings.
Minimum Education and Experience:
- Possess a high school diploma or G.E.D.
- Three years progressively responsible experience as an administrative assistant in general business or finance field.
- Proficiency with Microsoft Office (Word, PowerPoint, Publisher and Excel) and QuickBooks
Preferred
- Experience with Colorado Title 32 Special District or knowledge of applicable Title 32 laws and regulations.
- Post-secondary education and/or experience in general business, accounting, finance, or related field.
- Knowledge of web editing and information technology systems and troubleshooting.
- Proficiency with Adobe and Quickbooks.
Company DescriptionEvans Fire Protection District is a Title 32 Special District providing fire and emergency services to the City of Evans. We currently have 23 employees - 19 line personnel and 4 administrative positions. All employees work out of Evans Station 2.
Company Description
Evans Fire Protection District is a Title 32 Special District providing fire and emergency services to the City of Evans. We currently have 23 employees - 19 line personnel and 4 administrative positions. All employees work out of Evans Station 2.