Office Assistant Ii - Fcfa

Salary : $39,124.80 - $45,281.60 Annually
Location : Arroyo Grande, CA
Job Type: Part Time
Job Number: 24-FCFA-001
Department: Five Cities Fire Authority
Opening Date: 02/14/2024
Closing Date: 2/28/2024 11:00 PM Pacific
Description
To provide general office assistance in support of an assigned function; to perform a variety of clerical, secretarial and administrative tasks; to provide information to citizens and the general public; and to create and maintain a variety of records and files. This position performs complex secretarial and administrative duties and provides support to the Administrative Assistant with a variety of administrative and office details. This position has in-depth knowledge of the structure and functions of the Five Cities Fire Authority ("Authority") and is able to exercise independent judgment under the supervision of the Administrative Assistant.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Administrative Assistant.
Essential Function Statements
Essential and other important responsibilities and duties may include, but are not limited to, the following:
Essential Functions:

1. Answers multi-line telephones and routes calls to appropriate personnel; provide information on Authority policies and procedures as required.
2. Receives and screens a variety of visitors and, where appropriate, refers the visitors to other staff members or may personally provide information on policies and procedures.
3. Maintains accurate and up-to-date files and records for assigned areas; monitor various logs, accounts and files for current and accurate information.
4. Receives, sorts and distributes incoming and outgoing mail and correspondence; copy and distribute as requested.
5. Compiles data and prepares various reports.
6. Operates a variety of office equipment including a copier, computer, printer and scanner.
7. Maintains inventory of forms, office supplies and other general supplies for the Authority's three fire stations; order supplies as needed.
8. Assists Fire Chief/Public Information Officer with social media messaging and web site changes.
9. Performs administrative tasks in support of the Administrative Assistant, Chief Officers and the Department Operations Center (DOC).
10. Prepares timesheets and payroll documents and ensures correct and timely processing.
11. Prepares invoices for payment and ensures correct and timely processing.
12. Schedules public education requests and keeps calendars and staff informed.
13. Assists in planning various events, workshops, or meetings.
14. Works independently, using sound judgment in making decisions, and maintaining confidentiality at all times.
15. Competently uses a variety of office equipment, computers and software programs, the Internet and E-mail necessary to complete assigned duties.
16. Records and transcribes minutes from meetings as assigned.
17. Responds to requests for information from the public or legal entities in a timely and professional manner. Follows legal and HIPPA guidelines in releasing confidential or sensitive information, ensuring release only to authorized parties.
18. Maintains cooperative relationships with staff, members of private and other public agencies, and members of the public.
19. Consistently demonstrates exemplary courtesy, initiative, diligence, truthfulness, attention to duty and observance of proper personal discipline in accordance with the Authority's standards.
20. Participates in training exercises and classes as directed.
21. Performs related duties and responsibilities as required.

Qualifications
Knowledge of:

• Basic principles and procedures of filing
• Basic principles and procedures of record keeping
• English usage, spelling, grammar and punctuation
• Principles of business letter writing and basic report preparation
• Modern office methods and procedures, office equipment, computers and supporting word processing, spreadsheet, e-mail, incident reporting and financial software applications
• Records management principles and practices
• Customer service principles
• Basic budgeting and mathematical principles
• Relevant Federal, State, and local laws, codes and regulations
• Authority organization, policies and procedures, activities and programs
• Fire service Incident Command System (ICS) and National Incident Management System (NIMS) principles and practices
• Emergency services and planning principles
• Operations of the Emergency Operations Center (EOC)
• Social media platforms and basic website design

Ability to:

• Screen mail, telephone calls and visitors
• Use internet and email
• Correctly interpret Authority policies and procedures
• Perform general clerical work including maintaining files and compiling information for reports
• Enter data on a computer at a speed necessary for successful job performance
• Effectively respond to requests and inquiries from the general public
• Understand and follow oral and written instructions
• Communicate clearly and concisely, both orally and in writing
• Work independently in the absence of supervision
• Assist in developing and administering Fire Authority goals, objectives and procedures
• Remain calm under stressful situations
• Assist and track grant funding applications, related work programs, and reporting
• Assist with Authority Programs such as the Annual Weed Abatement Program, Fourth of July Fireworks, Fire Prevention and Public Education
• Interpret and apply Federal, State and local policies, laws and regulations
• Perform advanced and confidential administrative tasks involving the use of judgment and requiring accuracy and speed
• Prepare invoices and track expenditures
• Multi-task and efficiently prioritize those tasks
• Develop and maintain various spreadsheets
• Compose clear and concise memoranda and correspondence
• Operate office equipment including computers and supporting word processing, spreadsheet, E-mail, incident reporting and financial software applications
• Establish and maintain harmonious and effective working relationships with a wide variety of people that include elected officials, Authority management, Authority employees, outside public agencies, media and the general public
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities

Experience and Training Guidelines
Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience: Three years of increasingly responsible administrative and/or secretarial work experience; experience working in the fire service in an administrative capacity is highly desirable.
Education: Equivalent to the completion of the twelfth grade supplemented by college level course work in business or a related field.
Licenses or Certificates:
Possession of, or ability to obtain, a valid California driver's license.
Possession of or ability to obtain within six (6) months, Incident Command System (ICS) and National Incident Management System (NIMS) certifications.
WORKING CONDITIONS
Environmental Conditions:
Office environment; travel from site to site; exposure to computer screens; contact with the general public and other agencies; exposure to loud noises. Must be able to work after normal business hours, weekends and holidays when reasonably necessary.
Physical Conditions:
Essential functions may require maintaining physical condition necessary for walking, standing or sitting for prolonged periods of time; light lifting or carrying; extensive use of computer; near visual acuity to prepare and review correspondence and a variety of other documents.
Our Community
The City of Arroyo Grande (pop. 17,700) is located on California's beautiful Central Coast, halfway between Los Angeles and San Francisco. One of the "Five Cities," Arroyo Grande is surrounded by Grover Beach, Oceano, Shell Beach, and Pismo Beach, just south of San Luis Obispo.
Arroyo Grande boasts an exceptional quality of life. Its friendly, small-town atmosphere, outstanding climate, gorgeous environment, and excellent recreation and entertainment opportunities combine to make for an enviously desirable community.
The region's year-round mild, Mediterranean climate provides a perfect environment for the quintessential California lifestyle. Summer months are naturally air conditioned by ocean breezes with occasional light fog, while winters offer delightful and refreshing crispness. The community is within minutes of spectacular ocean beaches, Lopez Lake recreation area, campgrounds, hiking trails, and several noted wineries.
Public Agency Retirement System: Employer contributes to retirement benefits through membership in the Public Agency Retirement System (PARS) for all part-time employees in lieu of Social Security. Each pay period 6.0% will be deducted from the employee's salary and deposited into the PARS account. The City contributes an additional 1.5% of the employee's salary to the PARS account.
Sick Time: 24 hours of sick leave per year which can be used after 90 days of employment.
01
What is your highest level of education?

• Some high school
• High school diploma or GED
• Some college
• AA Degree
• Bachelor's Degree
• Master's Degree

02
I understand this is a part-time position limited to less than 1,000 hours per year.

• Yes
• No

03
Do you possess three or more years of increasingly responsible administrative or clerical work experience?

• Yes
• No

04
Do you have prior experience working in the fire service in an administrative capacity?

• Yes
• No

Required Question