Performs administrative and assigned tasks. Greets visitors and handles the majority of the calls coming into the office; provides visitors and callers with requested information when available, and assist with further direction as required.
Primary person for answering phone and forwarding calls to the appropriate person.
Answers emails or forwards them to the appropriate person based on the content of the email in a timely manner.
Receives and distributes mail to the appropriate person.
Assists with all phases of Roster Management making changes to addresses or personal status.
Assists with on line roster management
Assists with the preparation and processing of mass mailings for conference, relief funds, rosters, membership cards, and marketing material.
Creates, maintains, and updates files
Assists with distributing association information
Develops, distributes, and files correspondence, documents, and reports
Other duties as assigned.
The supervisor for this position provides continuing or individual assignments by indicating generally what is to be done, limitations, quality and quantity expected, deadlines, and priority of assignments. The supervisor provides additional, specific instructions for new, difficult, or unusual assignments.
The employee uses initiative in carrying out recurring assignments independently without specific instructions, but refers problems and unfamiliar situations not covered by instructions to the supervisor for help.
This position does not supervise.
Procedures for doing the work have been established and a number of specific guidelines are available.
The number and similarity of guidelines and work situations requires the employee to use judgment in locating and selecting the most appropriate guideline, references, and procedures for application in making minor deviations to adapt the guidelines in specific cases.
The work typically includes varied duties requiring many different aspects of an administrative or clerical nature.
Scope and Effect:
The work involves establishing criteria regarding administrative or clerical duties.
The personal contacts are primarily people who call in, walk in, or are met during remote assignments such as conferences and may include association members and officials outside of the organization. Typical of contacts at this level are department administration, Fire Chiefs, membership, heads of other organizations and state or federal elected officials.
The position requires the Administrative Assistant to work cooperatively with other staff members and the board of directors of the association.
Purpose of Personal Contacts:
The purpose is to obtain information based on policies, clarify, or give information based on established policies and data bases.
The work requires non-strenuous physical exertion such as periods of sitting and standing; walking, occasional lifting of moderately heavy items weighing less than 25 pounds and may require occasional lifting of objects weighing in excess of 25 pounds. The work may require specific, but common physical characteristics and abilities such as mobility, dexterity, and full range of motion.
The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms, libraries, or association vehicles. Use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals are minimally required.
This job description is intended to indicate the kinds of tasks and levels of difficulty that will be required of this position. It is not intended to be a complete listing of work responsibilities of this position. The functions listed are not a limit of duties and shall not be construed to exclude other essential function or responsibilities.
Benefits Include: Paid Vacation and Sick Time, Health, Dental, Vision, Accident, Life, and Worker’s Comp. Insurance, 401K Retirement Plan
Education & Directly Applicable Experience:
Education: Minimum of a High School Diploma or GED.
Experience: Minimum of at least 5 years office experience using modern machines and Microsoft Office and Adobe packages and database software.
Preferred: Associate’s Degree in Office Management or related field that is regionally accredited by an agency recognized by the US Dept. of Education.
About North Carolina State Firefighters' Association
The mission of the North Carolina State Firefighters’ Association is to serve our 51,000+ members. We will respond to our member’s needs by using effective means of communication, providing defined financial benefits and developing needed programs.
The North Carolina State Firemen’s Association was chartered in 1887. The name was changed to the North Carolina State Firefighters’ Association in 2016. The NCSFA is served by an Executive Board. The Executive Director is a non-voting member of the Board and serves at the pleasure of the Board.