Administrative Assistant

Overview:

Provides comprehensive administrative and operational support to staff and assists with the efficient day-to-day functioning of the Association. Responsibilities include managing incoming calls, emails, and mail; maintaining membership rosters, files, and records; preparing correspondence, mass mailings, marketing materials, and other communications; and supporting meetings, events, special projects, and general administrative activities. Serves as a point of contact for staff, members, fire department representatives, vendors, and others conducting business with the Association.

Essential Duties:

• Provides administrative support to staff by assuming routine administrative tasks and responsibilities, enabling staff to focus on their primary duties.
• Answers incoming phone calls and directs callers to the appropriate staff member.
• Monitors and responds to incoming emails and routes messages to the appropriate staff member in a timely manner.
• Receives, sorts, and distributes incoming mail to the appropriate staff member.
• Assists with all aspects of roster management, including updating member information, chief changes, treasurer changes, addresses, and personal status changes.
• Assists with the preparation, processing, and distribution of mass mailings related to conferences, relief funds, rosters, membership cards, and marketing materials.
• Creates, maintains, and updates electronic and paper files/records.
• Assists with the development, preparation, and distribution of marketing materials and other association communications.
• Prepares, distributes, and maintains correspondence, documents, reports, and other administrative materials as directed.
• Provides administrative support for meetings, events, and other association activities as needed.
• Assists staff with special projects and other administrative functions to support the efficient operation of the association.
• Performs other duties as assigned.

Education & Directly Applicable Experience:

Education : minimum of a High School Diploma or GED.

Experience :

A minimum of at least 5 years of office experience.

Preferred :

Associate’s degree in a related field that is regionally accredited by an agency recognized by the US Dept. of Education or equivalent experience.

Supervisory Controls:

Works under the general direction of the supervisor. Performs routine duties independently while following established procedures and priorities. Consults with the supervisor when questions or unusual situations arise. Work is reviewed periodically for accuracy and completeness.

Supervision Given:

This position does not supervise.

Guidelines:

Performs a variety of administrative duties that require knowledge of established procedures and the ability to determine the appropriate approach for different situations. Uses judgment to prioritize tasks, address routine issues, and determine when additional guidance is needed.

Scope and Effect:

The work supports the day-to-day operations of the organization and helps ensure administrative tasks and services are completed accurately and efficiently. The position provides support to staff, members, and others as needed.

Personal Contacts:

Regular contact is with staff, members, fire department representatives, Chiefs, vendors, and other individuals who conduct business with the organization.

Purpose of Personal Contacts:

Contacts are primarily to provide, receive, clarify, and coordinate information; answer questions; and assist with administrative needs.

Physical Demands:

The work is primarily performed in an office setting and requires the ability to sit, stand, walk, and use standard office equipment. The position may occasionally require lifting or moving materials weighing up to 25 pounds and assisting with events or activities as needed.

Work Environment:

The work is primarily performed in an office environment with normal risks and conditions associated with office work. The position may occasionally work in meeting, training, or event settings and is expected to follow established safety practices.

Other:

• This job description describes the general duties and responsibilities of the position and is not intended to be a complete list of all duties. Responsibilities may change as organizational needs require. The supervisor may assign additional duties as needed.

To Apply:

Email resume and cover letter to Rick Hill, COO, at View email address on apply.j-vers.com, by November 6, 2026.