Wildland Fire Cache Administrative Assistant

Administrative Assistant 2 (AA2)
Salary: $3,239.00 – $4,299.00 Monthly

Review of applications is ongoing. We reserve the right to make a hiring decision or close this recruitment at any time after 5/27/25. It is in your best interest to submit materials as soon as possible.

Responsibilities:

• Provides administrative support to Fire Cache Manager; coordinates office operations; keeps supervisor’s calendar; makes travel arrangements (for Fire Cache staff as needed); screens, prioritizes, and distributes office mail; transcribes minutes, screens calls, and visitors.
• Coordinates, organizes, and/or directs the incoming correspondence Fire Cache office; answers phone lines, and multiple other incoming fire calls, takes messages, greets customers; opens, sorts, and distributes incoming/outgoing mail and correspondence; completes filing tasks.
• Coordinates, organizes, and/or directs the operation of the Fire Cache fleet.
• Responsible for verifying vehicle logs for completeness and entering them into the database, setting appointments for equipment use. Help staff determine the correct equipment and make reservations. Keeps the calendar of fleet reservations, pick up, and drop off on the SharePoint page.
• Coordinates, organizes, and/or directs the operation of seasonal equipment rental activity within the Fire Cache. Ensures rental tracking slips, track receipt and returns of equipment to ensure files are updated to reflect date of receipt/date of return and ending mileage/hours.
• Maintains VISA log, collects all paperwork/receipts, reviews VISA bill for each card against log, verifies from invoice, and logs that all receipts are accounted for and attached, reconciliation to be sent to Fiscal Analyst for review/audit.
• Back up to the Fiscal Analyst for vendor invoicing & interagency billings, as needed.
• Maintain (Fire Cache Wildland PPE/Supply Website) by pulling and processing incoming orders, website maintenance, including product description and pricing audits match the system’s sell price.
• Review Website orders for completeness, accuracy, and amount totals, preparing file folders for fulfillment, and ensuring copies of all required backup documentation are compiled in the packets to be submitted to warehouse staff.

Required Qualifications: 

• Two years of administrative, clerical, or office experience.
• Customer service experience.
• Experience working with/operating multiple phone lines.
• Experience with using computer programs such as Microsoft Outlook, Word, and Excel.
• Ability to demonstrate a high level of attention to detail.
• Possesses organizational, interpersonal, and time management skills.
• Excellent interpersonal communication skills.
• Commitment to fostering and supporting an environment that honors diversity, equity, inclusion, and environmental justice practices.