Administrative Assistant

Salary Range5,088.00 - 6,504.00Job SummaryAt the Vancouver Fire Department, every employee plays a vital role in supporting our mission to preserve life, protect property, and ensure a safe, prepared community. Whether serving on the front lines or behind the scenes, we work together to provide exceptional public safety services through collaboration, innovation, and community partnership. Guided by our values of Service, Engagement, Respect, Integrity, Excellence, and Safety, we are committed to fostering a supportive and inclusive workplace where employees can thrive. If you are looking for meaningful work that directly supports the safety and success of our community, we invite you to join our team.
Funded by Clark County Fire District #5, this three-year limited-duration position supports implementation of the Vancouver Fire Department's Strategic Plan. The successful candidate will contribute to key initiatives that enhance public safety services, strengthen organizational effectiveness, and improve service delivery throughout our community. Continuation beyond the three-year funding period is not guaranteed and is contingent upon available funding.
We’re currently recruiting for an Administrative Assistant. The primary responsibilities for the job under the direction of the Deputy Chief of Administrative Operations, this position independently performs the duties of managing administrative support This position primarily provides support and assistance for the Deputy Fire Chiefs by coordinating schedules and meetings, managing correspondence on behalf of the Deputy Chiefs, preparing reports, presentations and meeting materials. This position will provide additional broad administrative support for other members of the Fire Department through projects and activities.
This is a full-time, limited term, non-exempt union position. This position is covered under the provisions of an agreement between the City and the OPEIU union. The schedule for this position is M-F, 8am to 5pm. This position is governed under the Civil Service rules.
Union Pay Strategy
Salary for this position is subject to a collective bargaining agreement with negotiated step increases based on seniority. Candidates meeting the minimum requirements for the position will be at the beginning of the listed range, equal to Step 1. Directly related experience, certifications and relevant credentials exceeding minimum requirements will be considered for step credit at hire, with such credit not to exceed Step 4, the approximate midpoint of the listed range, unless otherwise stipulated in the applicable collective bargaining agreement.
Open until 11/5/2026 or the first 150 applications.Job Details
Essential Functions:
Perform a wide range of administrative support functions including but not limited to managing schedules for all Deputy Chiefs and coordinating meetings and various events and activities with other City departments, the public and outside agencies.
Assist with drafting, editing, and proof-reading documents including emails, letters, memos, directives, correctives, organizational charts, reports, plans, presentations, spreadsheets, and policies and procedures.
Prepare agendas, presentations, meeting materials, and track action items and project deadlines.
Maintain databases to include seniority lists, eligibility lists, position spreadsheets, performance appraisal due date schedule, personnel tracking spreadsheet, electronic employee/supervisory files, and the like.
Recommend improvements in workflow, procedures and use of equipment and forms.
Assist in a variety of department operations; perform special projects and assignments as requested.
Perform other duties and responsibilities as assigned.
Qualifications
Experience and Education
Experience:
Four (4) years
Education:
HS Diploma/GED
*Equivalent combinations of education and experience may be considered.
Computer Skills
Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, , SharePoint, Workday, and Adobe Acrobat
Knowledge
Basic understanding of fire department operations;
Pertinent federal, state and local laws that pertain to: HIPPA and employee files;
Modern office procedures, methods and computer equipment;
Use of personal computers and basic software
Abilities
Provide strong organizational skills;
Handle multiple tasks and assignments by setting priorities and meeting deadlines;
Communicate clearly and effectively both orally and in writing.
Strong aptitude for learning new systems and applications.
Operate a personal computer and appropriate software
Work in a manner consistent with the City of Vancouver’s Operating Principles
Work and act as a team player in all interactions with other City employees
Provide a high level of customer service at all times
Project and maintain a positive image with those contacted in the course of work
Develop and maintain collaborative and respectful working relationships with team members and others
Consistently provide quality service
Maintain regular and dependable attendance
Ability to report for duty at locations other than their primary work location.
Ability to occasionally travel between work sites during work hours
Demonstrate a commitment to valuing differences among people and to being inclusive.
Show the utmost respect for others, and act as a team player.
Promote safety as a guiding principle and a regular practice in accomplishing work by focusing on safe practices and complying with safety and health policies and procedures.
Recognize unsafe conditions which may be hazardous to an employee or to the public.
Works in safe and responsible manner; not putting self or others at risk. Complies with applicable policies and procedures including but not limited to using personal protective equipment, observing warning signs, learning about potential hazards, and reporting all unsafe conditions.
Selection Process:Application Review : Candidates will be evaluated based on the content of their application and those deemed most qualified will be invited to participate in the remainder of the selection process.
Assessment (Pass/Fail): This recruitment MAY require online assessments which will be job related and may include, but not limited to, the qualifications outlined in the job announcement.
Oral Interview (Pass/Fail based on 70%): Questions will be job related and may include but not limited to, the qualifications outlined in the job announcement. Minimum passing score of 70% is required. The oral board will consist of a three to five member interview panel who will ask the same position-related, pre-established written questions of all candidates. The panelists' evaluations will be combined resulting in candidate interview scores. Those passing with a 70% or higher will be placed on an eligibility list.
Final Interview: As positions become available up to the top three candidates from the eligibility list will be invited to participate in a final selection interview. This position is subject to successful completion of a pre-employment reference check, a basic criminal background check and a driving abstract, a medical evaluation, and drug testing. The City of Vancouver is committed to advancing equity and creating a welcoming and inclusive workplace. We recognize that progress depends on more than just a verbal commitment; it depends on making meaningful organizational change. We developed and continue to develop strategies to enhance employee-centered programs, eliminate recruitment and advancement barriers, elevate employee understanding of DEI and cultural competency and build an inclusive and welcoming place to call work. We hope you’ll consider joining us on the journey!
Safety: The City of Vancouver believes every employee plays a role in maintaining a safe workplace. The City of Vancouver promotes safety as a guiding principle and practice and accomplishes work by creating safe work environments, complying with safety and health policies and procedures and consistently seeking improvements that support operational excellence.
Diversity and Inclusion: At the City of Vancouver, we value and foster a workplace comprised of people with a range of different backgrounds, experiences and cultures. We recognize that a diverse and inclusive team is key to innovation, effectiveness and a positive culture. We are proud to be an Equal Opportunity Employer.
Equal Employment Opportunity Statement: The City of Vancouver is dedicated to maintaining a work environment that extends equal opportunity to all individuals, regardless of their race, color, sex, age, religion, national origin, marital status, veteran status, disability sexual orientation or gender identity. Employment decisions will be made to further the principle of equal employment opportunity and to comply with state, federal and local laws. We affirm through this policy statement our continuing commitment to the principles of equity and nondiscrimination.