Office Assistant

City of Pleasanton • Pleasanton, CA

9d • Onsite

About The Position

The Livermore-Pleasanton Fire Department is seeking a detail-oriented and customer-focused Office Assistant to provide vital administrative support to both staff and the community. In this role, you will be the first point of contact at Fire Headquarters, assisting customers in-person, over the phone, and via email, while coordinating public education events, processing inspection requests and fire permits, and managing plan submittments for both the City of Pleasanton and the City of Livermore. The position also handles a variety of administrative tasks, including mail distribution, payment processing, invoice tracking, and managing office supplies. This is a dynamic role that offers variety, opportunities to work with multiple departments, and direct interaction with the community, making it both challenging and rewarding.

Requirements

• High school graduation or GED equivalent.
• One year of general clerical experience and competency in word processing software.
• Knowledge of office terminology, procedures, equipment, and proper techniques in operation of commonly used office equipment.
• Knowledge of business arithmetic.
• Ability to type accurately 45 wpm.
• Ability to perform responsible clerical work under general supervision.
• Ability to spell and use correct English.
• Ability to maintain clerical records and prepare reports.
• Ability to meet the public with tact and courtesy.
• Ability to read and understand and interpret written materials.
• Ability to use good judgment in choosing among available alternatives.
• Ability to understand and carry out oral and written instructions.
• Ability to establish and maintain cooperative working relationships.

Nice To Haves

• Strong customer service and communication skills.
• Experience in administrative support or office coordination.
• Comfort working with multiple software systems (such as Accela, Image Trend, DigEPlan, GovQA, Microsoft Office, or Tyler Munis).
• Ability to prioritize tasks and remain accurate under time pressure.
• A flexible, problem-solving mindset with strong attention to detail.

Responsibilities

• Providing information and guidance on permits.
• Processing electronic plan submittals, update permit statuses, and issue fire permits.
• Managing mail distribution, payments, and invoices, including data entry into Tyler Munis.
• Maintaining office supplies and issue traffic disruption or confined entry notices as needed.
• Scheduling public education events, such as station tours and ride-alongs.
• Serving as the first point of contact by answering calls, responding to emails, and assisting walk-in customers.

What This Job Offers

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