Position: Executive Office Administrator

  1. Download, complete and mail Application to:
    Lockwood Fire District 8, Billings Montana
    501 Johnson Lane
    Billings, MT 59101
  2. Application Deadline: Open until filled

Lockwood Fire District 8

The Lockwood Fire Department is looking for an experienced Office Administrator to organize and manage a local government operation. The Fire Department is seeking a qualified candidate for the position of Executive Office Administrator, under the direction of the Fire Chief and the Deputy Fire Chief. The position will be responsible for the department’s financial administration by monitoring the budget and shall maintain all records and documentation. The Executive Office Administrator will process department payroll, will advise, and assist with department purchases, and process accounts payable. The office administrator shall provide information and assistance to the public as directed, receive payments, and provide receipts necessary for fire department operations. The office administrator shall work with the Deputy Chief of Operations to ensure there is consistent communication from administration to line personnel. The Executive Office Administrator shall prepare and submit monthly reports of income and expenses for all debits and expenses to the Fire Chief and prepare a monthly summary for the Lockwood Fire Board to be shared at the monthly board meeting. The office administrator shall research, analyze, and makes recommendations on items as needed by the Fire Chief or Deputy Fire Chief. The Executive Office Administrator will monitor all shared online calendars to reflect up-to-date information on training programs, staffing, and meetings. The office administrator will maintain inventory and orders supplies as needed and within the scope of the budgeted items. The Executive Office Administrator may be asked to perform related work as required, directed or as situation dictates.

Knowledge, Ability and Skills

The successful candidate must demonstrate the ability to work independently and prioritize tasks. Ability to organize and maintain records, and the ability to communicate effectively verbally and in writing. Ability to interact tactfully and appropriately with the public. This position requires excellent communication, interpersonal and organizational skills. High attention to detail skills. Proficient computer skills including data entry, and report generation utilizing a variety of software applications including Microsoft Office, Quick Books, Google Calendars, and other local software programs.

Office Manager Job Responsibilities

  • Supports company operations by maintaining office systems and supervising staff.
  • Maintains office services by organizing office operations and procedures, preparing payroll, controlling correspondence, designing filing systems, reviewing, and approving supply requisitions, and assigning and monitoring clerical functions of all subordinates.
  • Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
  • Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
  • Designs and implements office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments, with the approval of the Fire Chief
  • Completes operational requirements by scheduling and assigning employees, following up on work results.
  • Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
  • Maintains office staff by recruiting, selecting, orienting, and training employees.
  • Maintains office staff job results by coaching, counseling, and disciplining employees, and planning, monitoring, and appraising job results.
  • Achieves financial objectives by preparing an annual budget with the assistance of the Fire Chief, scheduling expenditures, analyzing variances, and initiating corrective actions.
  • Contributes to team effort by accomplishing related results as needed.

Benefits

Paid medical insurance for employee with the ability to add family members that meet the qualifications of the department medical provider. Added family will be at the employee’s expense, based upon premiums determined by the insurance provider.

Inclusion in the Public Employee’s Retirement System (PERS) under PERS rules and regulations as dictated by the State of Montana PERS.

A beginning salary of $23.00 per hour. The position offers 80 hours of vacation in the first 5 years and increases to 120 hours per year after 5 years of continued uninterrupted employment. The successful individual will accumulate 4 hours of sick pay per pay period, or 104 hours per year. The employee may accumulate twice the amount of earned vacation annually but must use any excess over double the annual amount by March 30 of the next calendar year. Any excess vacation not used will be forfeited. In the first 5 years of employment the employee may accrue 160 hours with no penalty. Any vacation hours more than 160 hours must be used by March 30 in year three of employment and all successive years, or it will be forfeited.

Work hours are typically 40-hour weeks of 8-hour days.

Office Manager Qualifications / Skills

  • Supply management
  • Informing others
  • Tracking budget expenses
  • Delegation
  • Staffing
  • Managing processes
  • Supervision
  • Developing standards
  • Promoting process improvement
  • Inventory control
  • Reporting skills

Education, Experience, and Licensing Requirements

  • High school diploma, GED, or equivalent
  • Two to three years’ experience in an office setting manager
  • Proficient with office software
  • Employee must obtain a Notary Public certification before the end of the first year of employment.

Application | Job Description