Confidential Support Specialist

POSITION SUMMARY
The Confidential Support Specialist provides advanced administrative support for Senior Staff and the Fire Chief as assigned. The work is characterized by complex tasks and projects which typically require a considerable amount of tact, sensitivity, and confidentiality. The position develops technical understanding through research and analysis prior to developing conclusions and/or recommendations on assigned work. Incumbent will have confidential duties that include, but are not limited to the following; preparing for and attending internal and external, confidential executive level meetings and debriefing sessions; creating, updating and monitoring confidential reports/materials as assigned; managing special projects/assignments (e.g. labor management research and preparation for negotiations for senior staff; assisting with the administration of budget information and various financial/statistical record keeping related to staffing and organizational direction/structure, etc.); confidential communication on behalf of the Fire Chief and Senior Staff. The position will report to the Fire Chief or their designee.
ESSENTIAL DUTIES & RESPONSIBILITIES

• Provide confidential organizational and administrative support to long term, ongoing projects and/or assignments which require specialized knowledge and understanding of technical details
• Research and review a variety of information to identify trends and quantify results as related to departmental requirements
• Prepare, maintain, update complex system data and produce reports; recognize and define problems in report data and reconcile information and/or accounts as needed; research questionable entries and initiate corrective measures as necessary
• Create, edit and process memos, technical documents and other communications related to policies, processes and procedures within district
• Create, update and maintain detailed and complex reports, documents, spreadsheets and intranet web pages
• Develop, update and retrieve data from spreadsheets, database programs and/or other sources
• Establish, maintain and update files, records, accounts and other information
• Attend meetings as required, transcribe and distribute meeting minutes, agenda and communications

KNOWLEDGE, SKILLS & ABILITIES
KNOWLEDGE OF AND SKILLS IN:

• Applied knowledge of office practices, methods and procedures
• Applied knowledge of applicable federal, state and local laws, codes, regulations and statutes
• Proficiency in using MS Office products
• Proficiency in general office administration
• Extensive skills in problem solving, managing multiple projects and in providing excellent customer service
• Skill in maintaining confidentiality of work and redirecting inquiries
• Skill in composing grammatically correct and effective communications
• Skill in mathematics and statistics
• Perform duties and maintains personal conduct, attitude and appearance that reflects professionalism and strictly conforms with policies, procedures and discipline within a “chain of command” system

ABILITY TO:

• Ability to recognize confidential information and situations and exercise discretion and tact when dealing with such information or situation.
• Ability to handle sensitive information and maintain strict confidentiality
• Ability to understand and reliably communicate information about district operations, policies and procedures
• Ability to operate a variety of computer programs and office equipment at an advanced level
• Ability to perform research, review and analysis of issues
• Ability to stay abreast of Federal, State and local updates and changes in laws and regulations as they pertain to assigned programs/responsibilities
• Ability to learn and communicate District policies and procedures
• Ability to establish and maintain effective working relationships with other employees and the general public
• Ability to perform a wide range of administrative duties with a high level of independence, judgment and initiative
• Ability to demonstrate leadership capability, promoting respect and loyalty within the “chain of command” system
• Ability to promote co-worker and public trust
• Ability to work under pressure and meet deadlines
• Ability to learn new computer programs quickly

QUALIFICATIONS
EDUCATION AND EXPERIENCE:

• AA Degree OR high school diploma/G.E.D. with 2 years of college level coursework
• Five (5) years of progressively responsible office and administrative support experience preferably in a confidential setting
• Any combination of education and experience that provides the desired knowledge, skills and abilities to perform the essential duties of the position

LICENSE AND REQUIREMENTS:

• Valid Washington State Driver’s License
• Must meet and continually comply with departmental standards of conduct as demonstrated by background checks, inclusive of driving record