Under the direct supervision of the Office Administrator, assists the Fire Chief, Fire Marshal, Division Chiefs and Office Administrator in the various functions of District operations by providing general and specialized clerical support. Interacts and assists all levels of District employees, Board members, the public, other governmental agencies, and the media.
DUTIES:
Promote and adhere to the District’s Mission Statement, values, and standards.
Adhere to District policies, procedures, regulations, and ordinances
Handle and/or route incoming telephone calls and visitors to the appropriate department.
Issue permits, collect fees and distribute appropriate information.
Interpret policies, regulations, requirements, ordinances and District procedures to the public and other agencies.
Provide information to the media and coordinate media relations as assigned.
Assist in coordinating and tracking fire code enforcement inspections and fire safety programs. Prepare reports and correspondence for same.
Prepare incoming plans for plan review of proposed building and fire protection systems.
Manage database, prepare files and maintain filing system for the prevention department.
Review incident reports for accuracy, and prepare periodic statistical reports for the California State Fire Marshal’s Office and the District.
Operate and assist in maintaining a wide variety of office equipment.
Operate two-way radio and associated equipment in the absence of safety personnel,
Transcribe and compose correspondence, documents, reports, forms, and data from rough notes, recordings, dictation and/or oral instructions.
Design, prepare and assemble employee newsletter, annual reports, assignment calendars, fliers, and announcements for distribution.
Assist personnel in software instruction.
Participate in training programs and committees as assigned.
Adhere to District security measures.
Update and maintain District periodicals.
Assist in maintaining a safe and professional office environment.
Perform errands as assigned.
Assist the Fire Chief, Division Chief, Fire Marshal, and other district members in the preparation and development of their Annual Budgets.
Collect and provide statistical data.
KNOWLEDGE OF:
District policies, procedures, regulations, and ordinances.
Customer service techniques.
Local government structure.
Organization, record keeping, report preparation, and filing methods/systems.
Windows computers.
Word processing, desktop publishing, and spreadsheet, database and operating system software.
Business grammar, punctuation, vocabulary, spelling, and format.
Standard office procedures.
Operation and maintenance of standard office equipment.
Basic radio procedures.
Basic financial procedures.
SKILLS TO:
Clearly communicate (verbally and written), listen to and effectively interact with all peoples.
Establish and maintain record keeping and filing systems.
Operate a personal computer utilizing District software.
Keyboard a minimum of 55 wpm.
Operate a variety of equipment including desktop/laptop computer, calculator, copier, fax, two-way radio, shredder, various small hand tools and appliances, and district vehicle.
Transcribe from recordings, dictation and, oral instructions.
Analyze and interpret District documents.
Research, compile, and summarize varied information materials.
Proofread written documents.
ABILITY TO:
Represent the District in its mission, values, and standards.
Read, understand and interpret District policies, procedures, and regulations.
Perform duties, organize work, set priorities, meet deadlines, and follow up assignments, independently or as a team member, with minimum supervision.
Learn and be proficient with various software including Quickbooks as needed
Learn and be proficient with payroll system(s)
Use initiative and judgment within established guidelines in performing complex office and administrative support procedures.
Receive, route, and maintain confidentiality regarding sensitive information.
Accurately understand and follow oral and/or written instructions.
Analyze information and prepare periodic and special reports.
Compose letters and recurring reports.
Properly operate office equipment.
Learn the geographical area of the District.
Analyze and interpret basic topographical data.
Perform basic limited administrative support procedures used during emergency operations.
Receive and account money accurately.
Establish and maintain constructive and harmonious relationships with department heads, elected officials, and the general public.
EDUCATION / EXPERIENCE:
A minimum of a high school diploma or equivalent plus either:
4 years of increasingly responsible administrative work involving extensive public contact (within a public agency preferred).
-or-
A combination of education, collegiate or vocational administrative certification AND 2 years of increasingly responsible administrative l work involving extensive public contact (within a public agency preferred).
