at Daisy Mountain Fire District in Anthem, Arizona, United States
Job Description
POSITION SUMMARY
Under general supervision, the Administrative Assistant serves as the first point of contact for the department, providing a welcoming and professional front desk presence while supporting daily administrative operations. This role answers phone calls, greets and assists members of the public, and receives, sorts, and distributes mail and packages ensuring smooth office operations.
In addition to front desk responsibilities, the Administrative Assistant provides essential support to Payroll and Human Resources functions, assisting with administrative processes, maintaining accurate records, and ensuring timely and confidential handling of sensitive information. Must be able to work in a team environment with a great attitude.
ESSENTIAL FUNCTIONS
- Provide general administrative support, including scanning, copying, and responding to employee inquiries via phone, email, or in person
- Assists Administration personnel with projects and tasks, as needed
- Perform payroll-related clerical tasks such as document filing, reporting, and printing payroll records
- Support payroll processing and serve as a designated backup payroll processor
- Utilize HRIS systems to complete payroll and administrative tasks
- Maintain and organize confidential employee files and personnel records in compliance with department and legal requirements
- Input, update, and verify employee information in the HRIS system, including address, contact details, and benefit changes
- Serve as a point of contact for employee benefit inquiries, providing accurate information and guidance regarding health, dental, vision, and other benefit programs
- Coordinate and communicate with third-party administrators regarding industrial injury and workers’ compensation claims; track claims, follow up on status updates, and maintain related documentation
- May assist in the onboarding process by preparing new hire paperwork and ensuring timely system entries
- Support HR staff with various HR duties; including, but not limited to, recruitment, background checks, pre-employment processing, benefits, etc.
- Ensure compliance with confidentiality, personnel policies, and record retention standards
- Assist with audits, compliance reporting, and other special Payroll and HR projects as assigned
- Demonstrates superior seamless customer service, integrity, and commitment to innovation, efficiency, and fiscally responsible activity
- May be required to manage and/or participate in committees either by volunteering or by assignment by their supervisor
- Timely use of all department electronic communication, e., Vector, Target Solutions, regularly check DMFD email, etc.
- Maintains regular attendance and punctuality, according to department policies
- Ability to follow and positively model support of DMFD’s Mission, Vision and Values
- Other duties as assigned
