North Whidbey Fire and Rescue (NWFR) is seeking qualified candidates to perform the duties of accounting/office manager/board secretary.

Compensation: $80,962 Annual Salary.

Employee Benefits:

• Medical Benefits - Up to $925.00 per month paid by employer.
• Paid Sick Leave - 8 hours per month.
• Paid Holidays - 11 days per year.
• Paid Vacation - 2 weeks per year.
• Washington PERS Retirement Benefits
• Aflac (optional)

How to Apply: Submit a completed application with a cover letter and resume to Fire Chief Swiger at chiefswiger@nwfr.org or 770 NE Midway BLVD, Oak Harbor, WA 98277. Applications will be accepted until the position is filled.           

Job Duties and Description

Under the general direction of the Fire Chief and the Board of Fire Commissioners, the Accounting/Office Manager/Board Secretary performs a wide range of complex supervisory, administrative, financial, accounting, and professional duties in support of North Whidbey Fire and Rescue. This position is responsible for directing and maintaining the District's financial, accounting, payroll, budgeting, records management, and administrative systems while ensuring compliance with applicable laws, regulations, policies, and generally accepted accounting principles.

The Accounting/Office Manager/Board Secretary establishes and maintains sound financial systems by collecting, analyzing, verifying, and reporting financial information to the Fire Chief and Board of Fire Commissioners. This position plays a key role in supporting strategic planning and providing accurate financial data to assist District leadership in making informed fiscal decisions.

In addition to financial responsibilities, this position serves as Board Secretary, coordinating Board of Fire Commissioners meetings, preparing agendas and meeting materials, recording official minutes, maintaining public records, and ensuring compliance with Washington State Open Public Meetings Act and Public Records Act requirements.

The Accounting/Office Manager/Board Secretary works closely with District leadership, staff, outside agencies, auditors, vendors, and the public while maintaining the highest standards of professionalism, confidentiality, accuracy, and customer service.

The Accounting/Office Manager/Board Secretary is responsible for supervising the District's administrative staff, providing leadership, direction, and oversight to ensure efficient office operations, consistent administrative practices, and high-quality customer service in support of the District's mission.

This is a full-time position with a typical work schedule of 8:00 a.m. to 5:00 p.m., Monday through Friday. Work hours may be adjusted to accommodate evening or weekend Board meetings, training events, community outreach activities, or other District functions as needed to meet operational requirements.

Position requires operating a vehicle for travel. Travel is primarily local or regional during normal business hours; however, occasional overnight travel for training, conferences, or professional development may be required.

Required Qualifications:

·       An associate degree in accounting or closely related field,

·       Current WA State driver’s license (or acceptable state driver’s license if active-duty military).

·       Outstanding personal communications skills.

·       Proficient computer skills including the use of Microsoft Office.

·       The ability to express ideas clearly and concisely in English both orally and in writing, to groups and individuals.

·       Ability to work a flexible schedule including some evenings and weekends.

Preferred Qualifications:

·       1- 2 years’ experience in accounting field or similar.

·       Bachelor of Science in Accounting.

Necessary Special Qualifications

Employees in this classification must demonstrate the professionalism, integrity, and leadership necessary to support the mission, vision, and values of North Whidbey Fire and Rescue. Through their experience, accomplishments, and professional conduct, they must be able to work effectively within the District's organizational culture, foster positive working relationships, and contribute to a collaborative, service-oriented environment.

Examples of Work Performed

• Administer the official affairs of the Board of Fire Commissioners and serve as Board Secretary.
• Process payroll accurately and in compliance with applicable laws, regulations, and collective bargaining agreements.
• Prepare and distribute board meeting agendas, supporting documentation, and official meeting materials.
• Attend Board meetings, including those held outside normal business hours, and prepare accurate and complete official meeting minutes.
• Serve as a key contributor in the development and administration of the District's annual operating budget. Assist the Fire Chief in preparing, analyzing, and submitting the proposed budget for Board approval.
• Analyze, prepare, and present a wide variety of financial reports, including annual budget presentations, monthly financial statements, audit reports, project status reports, and budget forecasts. Provide financial modeling, identify trends, assess risks, and develop recommendations for long-term financial planning.
• Assist the Fire Chief in the oversight and administration of contracts, accounting records, vouchers, accounts payable, and other financial transactions in accordance with federal, state, and local laws.
• Oversee the processing of all financial transactions, maintain accurate accounting of revenues and expenditures, and regularly advise the Fire Chief and Board of Fire Commissioners on the District's financial condition.
• Serve as the District's Investment Officer and manage investments in accordance with District policy and applicable laws.
• Serve as trustee of the District's petty cash fund and provide periodic accounting and reconciliation.
• Coordinate and support all financial audits, including serving as the primary liaison with the Washington State Auditor's Office.
• Manage assigned administrative functions and special projects from planning through implementation, ensuring efficiency, accuracy, and compliance.
• Ensure compliance with all applicable federal, state, county, and District laws, regulations, policies, and reporting requirements related to administrative and financial operations.
• Monitor revenues, expenditures, and budget appropriations to ensure fiscal responsibility, identify financial risks, and recommend corrective actions when necessary.
• Coordinate responses to public records requests and ensure compliance with the Washington Public Records Act (PRA) and the Open Public Meetings Act (OPMA).
• Attend administrative meetings, Board meetings, professional conferences, and committee meetings as assigned.
• Foster and maintain positive working relationships with government agencies, partner organizations, financial institutions, auditors, vendors, and other stakeholders.
• Evaluate, recommend, implement, and maintain administrative and financial software systems that improve efficiency, accuracy, and internal controls.
• Represent the Fire Chief and the Board of Fire Commissioners with governmental agencies, civic organizations, committees, and community partners as directed.
• Develop, maintain, and improve administrative policies, procedures, and internal controls to support efficient and accountable District operations.
• Assign daily tasks to the administrative staff.
• Perform performance reviews for the administrative staff.
• Perform other related duties as assigned by the Fire Chief or the Board of Fire Commissioners.

Knowledge, Skills, and Abilities

• Demonstrated ability to project a professional image through appearance, integrity, cooperation, reliability, punctuality, and a positive attitude.
• Working knowledge of the Revised Code of Washington (RCW) and Washington Administrative Code (WAC) as they pertain to fire district operations and local government.
• Thorough knowledge of the Washington State Open Public Meetings Act (OPMA) and Public Records Act (PRA), including compliance requirements.
• Thorough knowledge of Washington State records management and retention laws administered by the Office of the Secretary of State.
• Thorough knowledge of the principles and practices of governmental financial administration, including budgeting, accounting, purchasing, payroll, cash management, financial reporting, and computerized financial management systems.
• Thorough knowledge of Governmental Accounting Standards Board (GASB) standards and the Washington State Budgeting, Accounting, and Reporting System (BARS) requirements.
• Knowledge of the duties, responsibilities, and procedures associated with serving as the confidential secretary to an elected Board of Fire Commissioners.
• Strong organizational and time-management skills with the ability to prioritize multiple assignments, meet deadlines, and maintain accuracy in a fast-paced environment.
• Excellent written and verbal communication skills, including the ability to prepare professional correspondence, reports, agendas, and meeting minutes.
• Ability to maintain strict confidentiality while exercising sound judgment, discretion, and professionalism.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint), accounting software, payroll systems, and other office technology.
• Ability to establish and maintain effective working relationships with elected officials, department personnel, government agencies, vendors, auditors, and the public.
• Ability to interpret and apply laws, regulations, policies, and administrative procedures with a high degree of accuracy and attention to detail.

Physical Requirements:

While performing the duties of this position, the employee is frequently required to walk, sit, talk, see, hear, feel, operate objects and travel by automobile or truck.

Work Location:

In person

Supervision Received:

The accounting/office manager/board secretary works under the supervision of the fire chief and board of commissioners.

Employment Policy

North Whidbey Fire and Rescue is an Equal Opportunity Employer and is committed to providing equal employment opportunities to all applicants and employees. Employment decisions are made without regard to race, color, religion, creed, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, marital status, veteran or military status, disability, genetic information, or any other status protected by applicable federal, state, or local law.

This policy applies to all aspects of employment, including recruitment, hiring, placement, promotion, compensation, benefits, training, discipline, termination, layoff, recall, transfer, and leaves of absence. North Whidbey Fire and Rescue comply with all applicable federal and Washington State laws governing equal employment opportunity and nondiscrimination.

Job Description Disclaimer

The duties, responsibilities, knowledge, skills, abilities, and qualifications described in this job description are intended to provide a general overview of the position and are not intended to be an exhaustive list of all work requirements. Employees may be assigned additional duties or responsibilities as required to meet the operational needs of the District.

The statements contained herein are intended to describe the general nature and level of work performed by individuals assigned to this classification. They are not intended to be construed as an employment contract or guarantee of specific duties. Reasonable accommodations will be made for qualified individuals with disabilities in accordance with the Americans with Disabilities Act (ADA) and applicable Washington State law.

Admin Applicication 2024.pdf