Field Administrative Assistant- Bozeman

  • Wildfire Defense Systems
  • Bozeman, MT, USA
  • Feb 23, 2021
Full time Administration Clerical Office

Job Description

Purpose and Scope of Position
This position assists the fire operations field services team during the fire season, and in the off-season, assists on projects to streamline processes for Field Operations and Field Admin teams. Work hours are irregular during fire season (April-October) with evening and weekend hours required.

Organizational Relationship
This position reports to the Field Administration Manager within the Field Services Division under the Chief Operating Officer.

Duties and Responsibilities
The Field Administrative Assistant (Admin Assistant) supports the success of Fire Operations and works with a variety of Senior Fire Officers (SFOs) and Regional Fire Officers (RFOs) to ensure that the operational needs are met.  

The Admin Assistant is largely responsible for managing and tracking field operations resources. This is a cross-departmental function, as the Admin Assistant will need to coordinate with Field Ops, Fleet, Fire Admin, and other departments. This culminates in the production of the daily Resource Status (RESTAT) report, which is shared with executive leadership as well as the Client Relations Managers (CRMs) in order to ensure compliance with our client contracts.

The Admin Assistant will support fire operations planning and execution to ensure safe, smooth, and efficient operations. This includes logistical support and an understanding of the details of fire operations through frequent communication with field operations.

The Admin Assistant supports the health and safety and training goals of the company and will lead by example in behavior-based safety. The Admin Assistant provides administrative support to the Safety and Training Coordinator as necessary to implement initiatives and directives.

The Field Operations Section Deputy Director regularly communicates and collaborates with the Fire Admin Manager to ensure all company and division goals, objectives, and expectations are being met.  

Operational Resource Management

  1. Engine Schedule
    1. Build and maintain daily changes 
    2. Maintain a schedule when on fires includes making updates several times a day based on the Duty Officer and Fire Officers updates.
    3. Update Duty Officers on Engine Schedule and consult with them to ensure accuracy of the schedule 
    4. Create and Update Fire 204s daily when on incidents. 
  2. Collect and update the Daily Action Bulletin report for Field Operations personnel when on any assignment. 
  3. Build the daily RESTAT report. 
  4. Work with other departments to build or change efficiencies within the company and job.
  5. Work with Fleet to ensure all resource information is up to date. This may include assisting with our fleet management software and inventory to ensure all items are being maintained, serviced, and replaced if necessary, to support the fleet department.
  6. Work on projects assigned by the manager throughout the year. 

Operational Logistics Support

  1. Work with Senior Fire Officers and Duty Officers daily to ensure the field is adequately prepared. 
  2. Attend recurring status update meetings.
  3. Communicate with field ops staff to confirm availability and build personnel schedules.  
  4. Purchase plane tickets and hotels for field personnel as needed.
  5. Build reports on costs such as hotel, flights, etc. 
  6. Ship clothes, tools, and other PPE to the field personnel.
  7. Support Field Operations by maintaining Alliance Contracts, tracking paperwork, auditing personnel, updating the database, etc.

Operational Accounting Support

  1. Assist with confirming field personnel times and shifts to ensure they are correct for billing purposes. 

Health, Safety, and Training

  1. Support the Safety and Training Coordinator as needed on initiatives.

Basic Qualifications (i.e., education, certifications, years of experience, etc.)

  1. Bachelor of Science Degree
  2. Strong technical writing and written and oral communication skills
  3. Fast learner
  4. Wildfire or emergency management experience (preferred)
  5. Logistics management experience (preferred)
  6. Health and Safety experience (preferred)

Knowledge, Skills, Abilities, & Personality Characteristics

For this position, an individual needs to be outgoing, flexible, adaptable to change, detail-oriented, and organized. Excellent problem-solving and communication skills to be able to talk to many different individuals throughout the company. This person must also have a solid working knowledge of the full Microsoft Office suite.

This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts WDS rights to assign or reassign duties and responsibilities to this job at any time.

Wildfire Defense Systems, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.