Administrative Assistant/Senior Administrative Assistant

City of Arcadia • Arcadia, CA

2d • Onsite

About The Position

The City of Arcadia Fire Department provides fire protection, emergency medical services, fire prevention, and community preparedness. They are a Class 1 Department, recognized as one of the top fire protection agencies in the U.S. This position will provide a variety of highly responsible, complex, and specialized administrative, technical, and secretarial functions in support of the Fire Department. The ideal candidate will possess characteristics conducive to success in this role.

Requirements

• Three years of increasingly responsible administrative secretarial experience (for Administrative Assistant).
• Equivalent to the completion of the twelfth grade supplemented by specialized course work in office practices, management, or business administration (for Administrative Assistant).
• Four years of increasingly responsible administrative secretarial, administrative assistant, office management, or related experience (for Senior Administrative Assistant).
• Equivalent to the completion of the twelfth grade supplemented by specialized training and course work in accounting, management, business administration, office practices, or a related field (for Senior Administrative Assistant).
• Ability to work under limited supervision within a broad framework of standard policies and procedures.
• Use independent judgment, initiative, and good human relations and problem solving skills in the application and follow through on decisions.
• Work cooperatively with other departments, City officials and outside agencies.
• Perform responsible and difficult administrative and secretarial work involving the use of independent judgment and personal initiative.
• Analyze situations carefully and adopt effective courses of action.
• Maintain confidential data and information.
• Independently prepare correspondence, memoranda, and minutes of meetings.
• Compile, tabulate, and analyze data and information and prepare summaries and reports.
• Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs.
• Type at a speed of 60 words per minute and enter data at a speed necessary for successful job performance (for Senior Administrative Assistant).
• Transcribe recorded minutes (for Senior Administrative Assistant).
• Research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports (for Senior Administrative Assistant).
• Independently interpret a variety of complex policies and procedures (for Senior Administrative Assistant).
• Develop operating procedures to implement programs and policies (for Senior Administrative Assistant).
• Read, understand, apply, and explain technical policies and procedural requirements (for Senior Administrative Assistant).

Nice To Haves

• Knowledge of principles and practices of basic fiscal, statistical, and administrative data collection and report preparation.
• Knowledge of modern office procedures, methods, and equipment including computer equipment and applicable software programs.
• Knowledge of principles and practices of business letter writing.
• Knowledge of word processing methods, techniques, and programs including spreadsheet and database applications.
• Knowledge of practices used in minute taking and preparation.
• Knowledge of office management principles (for Senior Administrative Assistant).
• Knowledge of accounting and bookkeeping principles and practices (for Senior Administrative Assistant).
• Knowledge of principles and practices of budget development and administration (for Senior Administrative Assistant).
• Knowledge of organizational and management practices as applied to the analysis and evaluation of programs, policies and operational needs (for Senior Administrative Assistant).

Responsibilities

• Perform a wide variety of clerical work including maintaining records, verifying accuracy of information, and recording information.
• Perform a variety of routine bookkeeping duties including posting of prepared data and verification of data entered.
• Provide information and forms to staff and the public; collect and process appropriate information; apply departmental and program policies and procedures in determining completeness of applications, records and files; collect and account for monies.
• Type, proofread and word process a variety of documents including general correspondence, agendas, reports, newsletters, and memoranda.
• Assist in the development of forms, worksheets, and record keeping systems for the collection, dissemination, and maintenance of appropriate unit, program, or department information.
• Receive, open, review, sort, date stamp, and distribute office mail; review correspondence directed to assigned staff; prepare written responses as directed.
• Maintain detailed calendar of department activities and for assigned staff; arrange interviews, appointments, schedules, conferences, travel arrangements, and itineraries.
• Take and transcribe minutes at regular and special meetings and designated committees; prepare meeting packets for distribution; represent the assigned department in meetings and groups as assigned.
• Maintain and account for limited office funds including petty cash funds.
• Interpret regulations, policies, and procedures; make decisions involving independent judgment and require specialized knowledge of technical practices and precedents; analyze situations and make appropriate decisions without immediate supervision.
• Collect and compile material for review and analysis; provide recommendations for changes in programs, policy, or procedures to improve efficiency and cost effectiveness of operations; coordinate consultation, information exchange, and necessary clearances and or approvals.
• Participate and assist in the administration of the assigned office; supervise, organize, and manage all office activities associated with the office; recommend organizational or procedural changes affecting support activities; recommend improvements in workflow, procedures, and use of equipment and forms.
• Relieve department head of a variety of administrative details; independently respond to routine letters and general correspondence; compose and prepare letters, memoranda, and reports pertaining to standard policies.
• Assist in the preparation and monitoring of assigned budgets including to secure purchase orders, process invoices, monitor account balances, perform account transfers, compile annual budget requests, recommending expenditure requests for designated accounts, and monitoring approved budget accounts; review the financial condition of assigned programs and recommend and initiate corrective action to ensure financial integrity.
• Serve as a primary resource and information source regarding department and program policies, procedures, objectives, and operational functions; receive and interview office visitors and telephone callers; answer questions and provide information where judgment, knowledge and interpretations are utilized, especially in the proper handling of confidential information or files; resolve complaints; refer caller to appropriate source as necessary.
• Organize the flow of communication through the assigned office in an efficient and effective manner with City staff, news media, the general public, businesses, and other agencies.
• Collect, compile, and analyze information from various sources on a variety of specialized topics related to programs in assigned area; write reports which present and interpret data, identify alternatives and make and justify recommendations.
• Direct, coordinate and review the work plan for assigned staff; meet with staff to identify and resolve problems; assign work activities and projects; monitor work flow; review and evaluate work products, methods and procedures.
• Assist in a variety of department and program operations; coordinate, supervise, monitor, and participate in special projects, assignments and activities as assigned; maintain control files on matters in progress and expedite their completion; serve on committees as assigned.
• Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative; perform varied and responsible duties to assist in the processing and completion of administrative operations for assigned staff.
• Initiate and maintain a variety of files and records for information related to the assigned department and programs including financial, budget, personnel, operational and administrative records; maintain and update resource materials.
• Operate modern office machines and equipment including word processors, typewriters, printers, copiers, calculators, and FAX machines; routinely use a full range of word processing and spreadsheet computer software applications.
• Order, receive, inventory, store, and distribute supplies, forms, and related items; prepare purchase orders; contact vendors and suppliers as needed; maintain related records.
• Attend and participate in staff meetings and related activities; attend workshops, conferences, and classes to increase professional knowledge.
• Perform related duties and responsibilities as assigned.

Benefits

• CalPERS retirement plan
• Three tier monthly benefit allowance of up to: $866 Employee only coverage
• $1,400 Employee +1 coverage
• $1,800 Family Coverage
• City paid Vision Plan for employee and family
• City paid Life Insurance, Accidental Death & Dismemberment, and Long-Term Disability
• Bilingual pay
• Longevity pay
• Tuition reimbursement/advancement upon the completion of probationary period

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED