Join the City of Orange's Fire Department as an Administrative Assistant!
This recruitment will close upon receipt of 200 applications or on December 17, 2025 - whichever occurs first. Apply today!While the current vacancy is in the Orange City Fire Department, the eligibility list established by this recruitment may be used for future vacancies in other City departments.
DEFINITION
The Orange City Fire Department is actively seeking to fill two (2) Administrative Assistant positions. These important roles provide essential administrative and office support for the day-to-day operations within either the Fire Prevention or Emergency Medical Services (EMS) sections. This position is responsible for administering essential functions, including monthly medical inspections, managing medical and prevention billing and audits, accurate record keeping and data management through data entry, and serving as the primary front counter contact and receptionist to provide excellent customer service. This role requires strong public and inter-departmental relations to effectively coordinate with citizens and other City divisions, all while providing general assistance to the Fire Administration team.
The position operates on a 4/10 schedule, working Monday through Thursday, from 7:00 a.m. to 6:00 p.m.
This position provides a variety of responsible and difficult office support activities for the Fire Department, which may include word processing, audits, data entry and organization, telephone and counter reception, processing invoices, scanning, record keeping, report preparation, and filing; provides information and assistance to the public; and performs related work as required.
Under general supervision, performs a variety of administrative, secretarial, and office support duties of considerable complexity requiring thorough knowledge of the department, its procedures, and operational details; provides administrative support to management and departmental staff; composes and prepares correspondence using considerable judgment in content and style; performs skilled word processing, data entry, and typing; provides information to the public and staff; provides assistance for a wide variety of assignments related to administration of budgets, contracts, research projects, and department programs; and performs related work as required.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from assigned supervisory and managerial staff. May exercise functional or direct supervision over assigned administrative support staff.
CLASS CHARACTERISTICS
This is the journey-level class in the higher-level administrative assistant series. Incumbents at this level are capable of performing complex administrative and office support duties, including taking and transcribing meeting minutes and assisting in department-related projects and programs. Employees at this level are required to be fully trained in all procedures related to the assigned area(s) of responsibility, working with a high degree of independent judgment, tact, and initiative. This class is distinguished from the Executive Assistant to the Chief in that the latter provides complex administrative support to an assigned department head, oversees the workflow of the office, and provides functional or direct supervision over lower-level support staff.
APPLICATION AND SELECTION PROCESS
It is important that you read and become familiar with this job bulletin in its entirety as pertinent information is provided here regarding application requirements. The application must be completed in its entirety. If a field in the application does not apply to you, indicate so by typing "N/A". Incomplete applications, or applications directed to other agencies, will result in disqualification. Additionally, attach your résumé of three (3) pages or less, noting your qualifications. This document is required to be attached as a PDF. Failure to follow these instructions will result in disqualification from the selection process.
Applicants will be informed via email of any recruitment process steps which will require their attendance. If you have any issues creating a user account or submitting your on-line application, please contact Governmentjobs.com's Applicant Support Line directly at (855) 524-5627.
The following duties represent the principal job duties; however, they are not all-inclusive. Other duties may be required and assigned. Management reserves the rights to add, modify, change, or rescind the work assignments of various positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
- Provides administrative support to managers and departmental staff by assisting with duties of a complex nature, including preparing and editing agenda items for City Council meetings; acts as a liaison between management and other staff or the public, coordinating resolutions when appropriate.
- Schedules and/or coordinates meetings, seminars, conferences, and training sessions for department staff; acts as meeting and/or committee secretary including preparing agendas and informational packets, setting up the room, and taking and transcribing minutes for assigned boards and commissions.
- Assists or administers assigned department projects and/or programs as assigned by management staff; provides assistance to department staff in various research and department-related projects.
- Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
- Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, administrative, statistical, financial, and staff reports, and correspondence for department staff from rough draft, dictation equipment, handwritten copy, verbal instructions, or from other material using a computer; inputs and retrieves data and text using a computer terminal; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections.
- Prepares and processes reports, forms, and records, such as payroll, requests for payments, purchase orders, invoices, requests for proposals, bid packages, contracts and agreements, drafts of hearing notices, draft resolutions, notices of determination, and mailing lists for public hearing items.
- Screens calls, visitors, and incoming mail; receives and responds to calls received via the Mayor’s Hotline; provides information to the public, including contractors and vendors, by phone or in person to ensure contract compliance and an understanding of department and City policies and procedures; listens to questions and interprets and applies regulations, policies, procedures, systems, rules, and precedents according to existing guidelines; responds to citizen and staff inquiries and complaints; refers citizens to the appropriate department source; coordinates or resolves problems of a moderate nature when appropriate.
- Develops and implements file, index, tracking, and record keeping systems; researches records within areas of assigned responsibility to prepare reports and provides follow-up information to customer and staff inquiries.
- Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
- Monitors and orders office and other related supplies; prepares, processes, and tracks purchase requisitions for services and materials; receives vendor invoices; prepares request for payment for department head approval.
- Acts as a department representative within community groups to relay or obtain relevant information regarding departmental activities.
- Coordinates and integrates department services and activities with other City departments and outside agencies.
- Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, postage meters, facsimile machines, multi-line telephones, and transcription equipment; may operate other department-specific equipment.
- May maintain department personnel files, including processing personnel action forms and sensitive/confidential personnel issues, preparing supervisor generated performance evaluation forms, processing accident/incident/workers’ compensation claim forms, filing pertinent documents, maintaining files in a secure location, and providing information to supervisors and managers.
- May use the radio to dispatch maintenance calls to crews.
- Maintains calendars and makes meeting arrangements; schedules meetings between City staff or between City staff and other groups or organizations; arranges for necessary set-up and materials to be available at meetings at various locations.
- Performs other duties as assigned.
Knowledge of:- Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.
- Applicable codes, regulations, policies, technical processes, and procedures related to the department to which assigned.
- Modern office administrative and secretarial practices and procedures, including the use of standard office equipment.
- Business letter writing and the standard format for reports and correspondence.
- Principles and practices of data collection and report preparation.
- Computer applications related to the work, including word processing, web design, database, and spreadsheet applications.
- Business mathematics and basic statistical techniques.
- Record keeping principles and procedures.
- Modern office practices, methods, and computer equipment and applications related to the work, including, but not limited to, specialized and standard database, word processing, spreadsheet software, and report generation computer software packages.
- English usage, grammar, spelling, vocabulary, and punctuation.
- Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
- Techniques for providing a high-level of quality customer service by effectively dealing with the public, business owners, vendors, contractors, and City staff.
- Techniques for dealing with and solving problems presented by a variety of individuals from various backgrounds, in person and over the telephone.
Ability to:
- Perform responsible administrative and secretarial support work with accuracy, speed, and general supervision.
- Provide varied and responsible secretarial and office administrative work requiring the use of tact and discretion.
- Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
- Interpret, apply, and explain administrative and departmental policies and procedures.
- Respond to and effectively prioritize multiple phone calls and other requests for service.
- Compose correspondence and reports independently or from brief instructions.
- Make accurate mathematical, financial, and statistical computations.
- Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
- Establish and maintain a variety of filing, record keeping, and tracking systems.
- Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
- Operate modern office equipment including computer equipment and specialized software applications programs.
- Use English effectively to communicate in person, over the telephone, and in writing.
- Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
- Maintain strict confidentiality, discretion, and professionalism in handling and processing critical and sensitive information, records, and reports.
- React tactfully and diplomatically during interactions with the public, business owners, vendors, contractors, and City staff while appropriately adhering to and enforcing policies, procedures, rules, and practices.
- Maintain a strong service orientation and a demonstrated dedication to quality customer service.
- Maintain an active driver's license, and good driving record, to work from multiple Orange City Fire stations and locations.
- Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.
- Provide quality customer service.
Education and Experience:Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to the completion of twelfth (12th) grade supplemented by college-level coursework and/or technical training in secretarial science and/or office administrative support and three (3) years of responsible secretarial experience is required. Experience with medical/pre-hospital terminology, billing, and other related duties is highly desirable.
Licenses and Certifications- Possess and maintain a valid California Class C Driver's License with satisfactory driving record and proof of acceptable automobile insurance at the time of appointment and throughout employment in the position is required.
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.
ENVIRONMENTAL ELEMENTS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
WORKING CONDITIONS
This position is assigned to a 4/10 work schedule, with work hours typically occurring Monday through Thursday during regular business hours of 7:00 a.m. to 6:00 p.m. This position requires regular and reliable attendance and the employee’s physical presence at the workplace. May be required to work various shifts, including, but not limited to, evenings and weekends.
DISASTER SERVICE WORKER
All employees of the City of Orange are designated by both State law and City ordinance to be “Disaster Service Workers.” In the event of a declared emergency or any undeclared emergency or natural disaster that threatens the life, health and/or safety of the public, employees may be assigned to assist rescue and relief workers. Such assignments may be in locations, during hours and performing work significantly different from the employees’ normal work assignments and may continue through the recovery phase of the emergency.
CITY MISSION, VISION, AND VALUES
Incumbents in all City positions are expected to exhibit the behavior characteristics reflected in the City’s Mission, Vision, and Values statements in the performance of their duties: The City of Orange is committed to excellent service for our residents, businesses, and visitors. As an organization, the City of Orange is the leader in delivering the highest level of service to meet current and future needs of the community. The City’s values include Teamwork, Integrity, and Excellence.
Questions regarding this employment opportunity can be directed to the Human Resources Department at (714) 744-7255. The Human Resources Department is located at Orange City Hall, 300 E. Chapman Avenue, Orange, CA 92866. City Hall hours are Monday through Thursday and every other Friday from 7:30 a.m. to 5:30 p.m.
For information on the Orange City Fire Department visit
https://orangecityfire.org/.
