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UFA Wildland Program Administrator

Unified Fire Authority
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BASIC FUNCTION OF THE POSITION:

Provides advanced administrative support and billing coordination for the Wildland Division, the Wildland Specialists, the UFA Duty Officers and the Wildland Division Chief. This position coordinates meetings and schedules, completes paperwork, manages grants and compiles reports involving a wide variety of data. In addition, this position tracks the Division budget and submits and tracks all Wildland incident bills.

SUPERVISION RECEIVED:

The Program Assistant works with minimal supervision, under the direction of the Wildland Division Chief.

SUPERVISION EXERCISED:

None directly but oversees the collection of information, paperwork and billing details from the employees of the Division and assigns the Wildland Specialists tasks necessary for completion of those duties.

PRINCIPAL RESPONSIBILITIES:

The following list describes several of the essential functions of this position. This list may be supplemented as necessary:

  • Proactively coordinates meetings and schedules, ensuring supporting documents are received and accessible.
  • Prepares a wide variety of correspondence and reports for the Wildland Division; reviews incoming correspondence and initiates replies as appropriate; routes matters requiring action by staff or other Divisions and follows up to ensure actions are complete.
  • Oversees Wildland Division budget to provide accurate, current line item balances and purchases. Reconciles and identifies unknown charges. Prepares, inputs and/or issues material request forms, vendor purchases and credit card purchases. Acts as the purchasing manager for the Division to ensure cost effectiveness and adherence to the UFA purchasing policies.
  • Works closely with the Division Chief and Finance Division to build seasonal operational costs, personnel costs and prepares yearly Wildland budget amendments as well as assisting in the preparation of the Wildland yearly budget.
  • Reviews and helps reconcile monthly P-Card statements for all Division employees; follows all UFA purchasing procedures. Acts as Division Liaison to the Finance Division to help answer questions and provide requested documentation as needed.
  • Maintains records with in the State of Utah's IQS system for all Wildland Employees and Single Resource Employees. Works closely with the Division Chief to enter credentials and training hours needed to generate Red Cards for all seasonal employees as well as all Operational Employees for UFA.
  • Follows all UFA record keeping and purchasing procedures. Serves on the UFA Records committee and oversees the Wildland Division record retention system.
  • Maintains records with in the State of Utah's FBS system for all UFA employees and UFA fleet.
  • Organizes, compiles, audits and submits seasonal fire and project billings on behalf of the Division, UFA Operations and the Single Resource Program. Works closely with the State of Utah and all Federal partners to ensure bills are accurate, audited and paid full reimbursement to Unified Fire Authority.
  • Completes the necessary National Incident Management System training to help support emergency events in the Finance and Administration branch of the system. The Wildland Program Coordinator may deploy and fill positions in any functional section of the ICS system.
  • Tracks yearly hours submitted with regard to the participation match and mitigation work associated with the State of Utah Cooperative Wildfire System; coordinates with UFSA and UFA member cities to collect data regarding hours worked by community members. Works closely with the State of Utah to submit hours and signed mitigation documents on behalf of UFA and UFSA.
  • Compiles and builds End of Season Wildland Report highlighting all crews, statistics and activity for the Wildland Division.
  • Plans and organizes the end of season Wildland Division Banquet.
  • Seeks out grant opportunities to support UFA Wildland efforts; completes grant applications and monitors compliance with grants awarded.
  • Coordinates travel of Wildland Division employees in collaboration with UFA's Travel Coordinator and in compliance with UFA travel policy.
  • Coordinates the new hire process of 50 seasonal hires by coordinating paperwork, correspondence, orientation, training and other related tasks for all seasonal employees within the program; maintains personnel records for the Division.
  • Works closely with the Wildland Coordinator, Emergency Management and the State of Utah to build and maintain the 16 UFA Community Wildfire Protection Plans (CWPPs) for UFA and all UFSA members.
  • Performs computer work related to word processing, spreadsheets, data bases, and other computer programs.
  • Maintains files for correspondence, records, reports and other documents.
  • Performs other duties of a similar nature or level.

TYPICAL DECISIONS:

  • Exercises considerable independent judgment in performing tasks requiring advanced office skills.
  • Uses knowledge of pertinent rules, policies and procedures in the organization to perform tasks which may require in-depth research to complete.
  • Sets priorities within assigned functions, relying on demonstrated experience and in-depth knowledge of billing procedure and program operations.

MINIMUM EXPERIENCE AND QUALIFICATIONS:

  • Associate degree from a nationally accredited college or technical school in a related field.
  • Three years of full-time experience in a field closely related to these duties.

Or

  • An equivalent combination of relevant education and related work experience.
  • Valid Utah State Driver's License.
  • Successfully pass pre-employment drug screening test.

DESIRABLE QUALIFICATIONS:

  • Bachelor's degree in a closely related field.
  • Experience monitoring budgets and preparing billing documents for a government agency.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of:

  • Standard office procedures as well as of standard business etiquette and procedures. Knowledge of UFA and UFSA policies and procedures is expected.
  • Business English grammar and language rules, proper spelling, and general accounting rules, as well as knowledge of office record-keeping, report preparation, and office organization.
  • Extensive knowledge of software programs within the Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Publisher, and Internet Explorer, with the ability to efficiently and effectively learn other computer programs and technology as required.
  • Coordinating multiple priorities
  • Personal organization and workload management
  • Performing mathematical calculations quickly and accurately
  • Establishing and maintaining effective working relationships with UFA employees and personnel from other agencies

Ability to:

  • Meet expected deadlines with little direct supervision, while using effective judgment in interpreting or adapting guidelines and protocols to specific cases or problems.
  • Compile and prepare complex billing documents related to emergency incidents
  • Promote a high-level of customer service and good public relations and demonstrate strong interpersonal skills with UFA employees, vendors, individuals from other affiliated organizations or the general public
  • Expand basic points of information and create correspondence, reports, and presentations.
  • Drive a vehicle to make deliveries, pick up supplies and coordinate work activities.
  • Make decisions independently in accordance with established policies with only general instruction or guidance.
  • Learn new processes independently with a willingness to invest time to learn and create new systems and processes in order to increase effectiveness and efficiency in the long term.
  • Communicate effectively in English, both orally and in writing, and to express ideas clearly.

WORKING ENVIRONMENT:

Work is performed in a general office environment during routine office hours, Monday through Friday, however after hours and weekend work is possible. Work may include infrequent response to emergencies to assist with logistical and/or administrative duties. .

PHYSICAL AND MENTAL JOB REQUIREMENTS:

To perform the job successfully, an individual must be able to perform each of the essential job functions satisfactorily. This position involves periods of prolonged sitting and use of computer equipment. This position requires the physical and mental capabilities to read information printed on paper and displayed on computer monitors; hear, speak, and communicate verbally using the English language; cognitive thinking and mathematical calculation capabilities; manual dexterity to manipulate standard office equipment, papers, files, and records. This position requires occasional driving and the ability to lift up to ten (10) pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Class A Cell Phone Allowance