Administrative Assistant II – Operations

Overview

Administrative Assistant II – Operations Jobs in Kent, WA at Puget Sound Regional Fire Authority

Title: Administrative Assistant II – Operations

Company: Puget Sound Regional Fire Authority

Location: Kent, WA

Help Support The People Who Support Our Communities.

Puget Sound Fire (PSF) is hiring a skilled administrative professional to provide administrative and organizational support to the Operations team, specifically the Deputy Chief of Operations and the District and Battalion Chiefs for each station. This role will focus on coordinating complex work in a public sector environment by supporting training programs and organizing calendars and meetings. If you’re people-centered, organized with an eye for detail, tech-savvy, and able to use good judgment, this is a role where your work will truly matter. At PSF, you’ll join a collaborative team where professionalism, service, and taking care of one another are part of how we work every day.

The ideal candidate will have a high school diploma or equivalent (GED) supplemented by two (2) years of college level course work or training in public or business administration, office management, administrative support, human resources or a related field. Four (4) years of increasingly responsible administrative support experience, including at least two (2) years of administrative support to a division director/manager or equivalent are also required. Administrative support and customer service experience, knowledge of or direct experience using VECTOR Learning Management System, previous fire service or municipal government (public sector) experience, and having the Professional Administrative Certification of Excellence (PACE) are preferred.

This is a full-time, benefited, and non-exempt (eligible for overtime) position that is not represented by a union.

• A cover letter and resume are required with your online application in order for your application to be considered complete. Incomplete applications will not be considered for this position. Please note that you cannot attach documents to your application after it has been submitted. If you have any questions or concerns regarding your online application, please call our office at (253) 856-4399 and we will do our best to assist you.**

Position: Operations Administrative Assistant II

Rate of Pay: $5,933.66- $7,951.75 monthly ($71,204 – $95,421 annually). This position is non-exempt and therefore eligible for overtime.

Position Description/Requirements: Under the direction of the Deputy Chief of Operations, works independently to provide a wide variety of complex, specialized, technical and administrative duties in support of the Operations Division, which includes multiple District and Battalion Chiefs. This administrative classification is distinguished by the advanced level of clerical, technical and administrative support duties that are provided for a designated department head(s), division head(s), or directly supporting complex PSF departments or programs as a subject matter expert. This classification level requires advanced technical skills to effectively perform the essential job functions independent of frequent oversight. The duties require the frequent use of tact, discretion, independent judgement and initiative. See attached job description for complete details.

Puget Sound Fire Overview: Puget Sound Regional Fire Authority is an internationally accredited full-service, all risk fire and rescue department that provides services to the citizens of Covington, Kent, Maple Valley, SeaTac, Tukwila, and Fire Districts 37 & 43. Our workforce is comprised of approximately 450 employees.

Work Location: Your main office will be at Station 74, located at 24611 116th Ave SE in Kent, WA. Throughout the course of your work, you may report to various stations throughout our service area and may need to travel frequently to the 84th Avenue Business Center.

Typical Schedule: Day shift; 8hrs/day, five days/week. This position is an in-office position and is not eligible for a hybrid schedule.

Union Membership: No. This is a non-represented civilian position.

Benefits: Puget Sound Fire offers a comprehensive benefits package including: Public Employees Retirement System (PERS)

• Exceptional Medical, Dental and Vision Insurance
• Employer Contribution of 3% to 457 Deferred Compensation Plan
• Longevity Pay starting at 2% after 5 yrs. service
• Paid Vacation- 96 hrs. earned in 1st year (accruals increase with years of service)
• Sick Leave- 120 hrs. earned per year
• 12 Observed Holidays each year in addition to three (3) personal holidays (prorated based on hire date)
• Life insurance
• Tuition Reimbursement Assistance

To Apply: Please apply online at https://selfservice.pugetsoundfire.org/ess/EmploymentOpportunities/

Selection Process: Once the job closes, all applications will be reviewed for minimum qualifications. Successful candidates will be contacted to continue in the recruitment process.

TENTATIVE SCHEDULE

Opens: March 25, 2026

Closes: March 31, 2026

First review of Applications: April 1, 2026

• Any applications submitted after midnight on March 31st will only be considered if we do not hire someone from the first-round interviews.

1st Interviews: Week of April 6, 2026

2nd Interviews: Week of April 13, 2026

Contingent Offer, start background screening: by week of April 20th

Final Offer: by February 16th (dependent upon timing of background screening)

Anticipated Start Date: May 4th or sooner depending upon candidate availability.

Administrative assistant II – Operations

PAYGRADE: 19

FLSA STATUS: Non-Exempt

LAST REVIEWED: February 2026

General Purpose

Under the direction of the Deputy Chief of Operations, works independently to provide a wide variety of complex, specialized, technical and administrative duties in support of the Operations Division, which includes multiple District and Battalion Chiefs. This administrative classification is distinguished by the advanced level of clerical, technical and administrative support duties that are provided for a designated department head(s), division head(s), or directly supporting complex PSF departments or programs as a subject matter expert. This classification level requires advanced technical skills to effectively perform the essential job functions independent of frequent oversight. The duties require the frequent use of tact, discretion, independent judgement and initiative.

Essential Functions

• Provides varied, technical, complex, responsible, and confidential administrative assistance for PSF’s Deputy Chief of Operations as well as the District and Battalion Chiefs serving each station.
• Provides administrative support for the Joint Apprenticeship Training Committee (JATC) program to include tracking the training progression of staff, entry or review of information in VECTOR (learning management system used for fire training), ordering books and supplies for participants, and organizing as needed.
• Prepares drafts of a wide variety of finished documents from brief instructions or provided materials; initiates specified correspondence independently for signature by appropriate management, supervisory or professional staff; retrieves data and prepares reports for review based on analysis.
• Reviews finished materials for completeness, accuracy, format, compliance with organizational policies and procedures, and appropriate English usage, including spelling, grammar, and punctuation.
• Assists with the maintenance of various systems as a subject matter expert (SME), such as but not limited to the Learning Management System (LMS), Fire Protection System (FPS); may be assigned as a subject matter expert for modules in the ERP.
• Provides assistance with project management tasks; coordinates various parts of assigned projects with project manager and stakeholders as assigned.
• Schedules and arranges meetings for Deputy Chief and District/Battalion Chiefs as requested. Organizes own work, sets priorities and meets critical deadlines; maintains appointment schedules and calendars for self and others as assigned.
• Helps organize, set-up, and attend a variety of meetings with PSF staff, contractors, vendors, representatives of other governmental and/or regulatory, agencies and the public, to identify, discuss and/or resolve problems.
• Collects and prepares the information for internal and/or external committees as assigned.
• Makes travel arrangements for self and others as assigned.
• Tracks and prepares invoices; assists with the processing of requisitions, expenses and related forms and documents. Organizes Procurement Card (PCard) documentation for District and Battalion Chiefs, and others as assigned and submits for processing through established practices.
• Creates, organizes, and maintains various office files, both general and confidential.
• Updates website and SharePoint sites for department/division.
• Other duties as assigned.

Knowledge Of

SUCCESSFUL INCUMBENTS FOR THE POSITION WILL HAVE:

• Standard office administrative practices and procedures with ability to correctly format common business documents such as letters and reports.
• The operation of common office equipment, including but not limited to a multi-function copier, and multi-line phone system.
• Microsoft Office products, with demonstrated ability to learn division-specific technology/programs such as PCard processing system and agency LMS.
• General and confidential record keeping, report preparation, and filing methods.
• Correct English usage, including spelling, grammar, punctuation, and vocabulary.
• Standard business arithmetic.
• Research and analysis methods.
• General principles and practices of project management.

Skills

• Excellent communication and interpersonal skills; uses tact, patience, and courtesy while interacting with others.
• Problem solving skills; makes use of research and analytical methods, practices, and procedures to define and resolve issues.
• Effective listening, verbal, and written communication skills.
• Attention to detail with the ability to review documents for a high level of accuracy.
• Proficient at learning and applying technology/software applications.

Abilities

• Application of project management principles to ensure multiple active projects are moved to completion.
• Maintain effective working relationships with others.
• Maintain confidential files, records, and reports, both printed paper copies and electronic files.
• Understand and follow oral and written directions.
• Compose, proofread, and edit correspondence and reports including letters, memoranda, and minutes.
• Work confidently with discretion.
• Work independently with minimal direction.
• Effective time management and problem solving.
• Analyze situations accurately and adopt an effective course of action.
• Become familiar with, follow, and actively support the Puget Sound RFA’s mission, vision, and core value statements.

SKILLS FOR THE POSITION MAY BE GAINED THROUGH EDUCATION, CERTIFICATION, RELEVANT JOB EXPERIENCE OR A COMBINATION, SUCH AS:

Education

High school diploma or equivalent (GED) supplemented by two (2) years of college level course work or training in public or business administration, office management, administrative support, payroll/accounting or a related field

Experience

Four (4) years of increasingly responsible administrative support experience, including at least two (2) years of administrative support to a division director/manager.

Preferred

• Customer service experience.
• Knowledge of or direct experience using VECTOR Learning Management System.
• Previous fire service or municipal government (public sector) experience.
• Professional Administrative Certification of Excellence (PACE)

Or

In place of the above requirement, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual's knowledge, skill and ability to perform the essential functions listed above.

Licenses And Other Requirements

• Valid driver’s license with ability to travel independently between primary duty station and PSF’s business administration building; travel to other locations as needed.

Physical Demands And Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit for extended periods of time; use hands to finger, handle, or feel; and talk and hear. The employee frequently is required to type on keyboard for extended periods of time. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work is performed in a typical office environment, which includes a computer and workstation. The incumbent may occasionally travel to perform duties at various work locations, such as fire stations or outdoors. If outdoors, the working conditions may be in varied weather conditions or uneven terrains. The noise level in the work environment is usually moderate while indoors; the noise level will vary outdoors depending on the location.