Administrative Secretary

CONFIRE Joint Powers Authority•Rialto, CA

17h•Onsite

About The Position

The CONFIRE, JPA is seeking an Administrative Secretary responsible for a broad range of secretarial and administrative tasks supporting managers, professional staff, and assigned functional units. This role is distinguished from office assistant classifications by the performance of more complex clerical and administrative duties that require detailed knowledge of agency policies, procedures, records, schedules, purchasing processes, meeting support requirements, and the handling of confidential information. The position requires discretion, initiative, and strong attention to detail, along with the ability to manage sensitive and confidential materials while applying and clearly explaining established policies and procedures within the scope of assigned authority. CONFIRE, JPA is a Joint Powers Authority (JPA) located in San Bernardino County, California, established to provide regional public safety communications, dispatch, computer information systems (IS), geographic information systems (GIS), and emergency medical services in support of its member and partner agencies. The CONFIRE Communications Center’s primary function is to provide 24-hour-a-day, 365-day-a-year fire, EMS, rescue, and other public safety dispatch services to agencies throughout the region. Beyond its direct dispatch responsibilities, the Communications Center also serves as the San Bernardino County (XBO) Operational Area dispatch center, coordinating fire, local government, law enforcement, and emergency medical resources during large-scale incidents. CONFIRE is also preparing to launch a countywide ambulance transport system that will further integrate emergency communications and EMS operations while enhancing regional service delivery.

Requirements

High school diploma or GED.
Two (2) years of recent experience performing increasingly responsible and complex clerical, secretarial, administrative support, office support, or records-related work.

Nice To Haves

Knowledge of modern office practices, procedures, equipment, records systems, and administrative support functions.
Proficiency with personal computer applications, including word processing, spreadsheet, email, calendar, and document management systems.
Experience preparing correspondence, agendas, minutes, reports, forms, and other administrative documents.
Experience supporting meetings, maintaining calendars, scheduling appointments, and coordinating administrative activities.
Experience with purchasing support, purchase requests, invoices, vendor documentation, or related administrative processes.
Strong records management, file maintenance, data entry, and document organization skills.
Ability to establish and maintain cooperative working relationships with employees, supervisors, managers, member agencies, vendors, partner agencies, and the public.
Ability to handle confidential and sensitive information with discretion and professionalism.

Responsibilities

Screen, prioritize, and direct telephone calls, emails, mail, and correspondence; provide information requiring interpretation and explanation of CONFIRE JPA policies, procedures, and practices.
Compose routine and factual correspondence, memoranda, notices, forms, and communications based on general instructions, established guidelines, or brief notes.
Type, format, proofread, and process correspondence, reports, agendas, minutes, forms, numerical materials, and other documents from drafts, recordings, notes, or general direction.
Research, compile, and organize information from files, records, databases, and other sources; prepare summaries, logs, and routine reports for management review.
Establish, maintain, update, and organize logs, files, and records, including budget, personnel, payroll, purchasing, meeting, and other confidential or sensitive administrative records.
Assist with records management activities, including document organization, retention, retrieval, archival processes, and compliance with applicable record retention requirements.
Schedule meetings, interviews, conferences, appointments, and other activities; prepare agendas, packets, supporting materials, attendance records, and follow-up documentation.
Assist with Board, committee, workgroup, and organizational meeting support, including preparing materials, recording notes or minutes, distributing documents, and tracking follow-up items.
Post, track, and reconcile financial or administrative transactions in accounts, logs, spreadsheets, or other records; assist with monitoring expenditures and maintaining related documentation.
Maintain supervisor or division calendars; schedule appointments as directed; coordinate travel arrangements and prepare or process related documentation and expense reports.
Prepare, process, and track purchase requests, purchase orders, requisitions, invoices, vendor documentation, and related purchasing materials in accordance with established procedures.
Explain or interpret departmental policies, procedures, forms, records, and practices to employees, member agencies, vendors, partner agencies, and the public within the scope of assigned authority.
Research and gather information to support supervisory or management administrative decisions.
Maintain confidentiality of personnel, payroll, financial, operational, legal, and other sensitive administrative information.
Type accurately at a speed sufficient to perform the duties of the position.
Provide vacation or temporary relief as required.
Perform other related duties as assigned.