Office Specialist - Fire Department

Who we are:

A Class 1 Fire Department supported by a lean, but mighty Fire Administration team where we pride ourselves in providing exceptional customer service to the public, City departments and external stakeholders, while upholding the Department Core Values. We are proud of our high standards, expect great communication and enjoy that not every day is the same in Fire Administration.

Here's what we need:

A Great Communicator - we want you to be a skilled communicator that ensures each member of the team is in the loop. You also make other people feel comfortable asking questions and ensure the team spirit is always fostered.

Team Player - you thrive in a collaborative environment and enjoy learning from your peers. You embrace the ideology that no task is too small.

Comfortable with Pivoting - you are ready to change priorities and projects on short notice and can juggle multiple projects with varying deadlines.

Self-Starter - take an idea and run with it, flushing out all of the details and data needed to submit a completed project or make a well-informed business decision.

Public Safety

• Although not required, having experience in a public safety setting and familiarity with a chain of command structure would be helpful.

You Revel in the Details - being detail-oriented is a must in this position. You notice when there is an extra space on a document and when headings are inconsistent, as you strive to always deliver a polished product.

Your Day-to-Day

The regular business hours of Fire Administration are 7:30 a.m. to 5:30 p.m, Monday through Thursday and every other Friday 7:30 a.m. to 4:30 p.m. The Office Specialist will provide support to Fire Administration and all Fire Operational staff, work with other City departments, and provide assistance to the public. This position will require you to support all five divisions of the department, so you will toggle between managing your own to-do list and assisting others with theirs.

This position will be responsible to complete biweekly payroll, Public Records Act requests, take meeting minutes, write, proofread and format various documents, assist with staff credential monitoring, order office supplies, update internet and intranet sites, coordinate special projects, manage department retention schedule and associated files, answer department phone calls, assist with information desk phone coverage, maintain department calendars, and other duties as assigned.

The City will support you to grow professionally, and with or without prior local government experience, this position is the fastest way to understand the inner workings of San Marcos. You will learn how a well-run city like San Marcos, serves its community, and you will play a critical role in its ability to do so.

Click here to read the Office Specialist full job description.

The Right Perks

• Earn a competitive salary

• Annual Salary Range: $46,619- $60,827  

• Our 9/80 work week means you'll have every other Friday off. Our regular business hours are 7:30 a.m.

• 5:30 p.m., (Monday

• Thursday) and 7:30 a.m.

• 4:30 p.m. (Fridays)

• Gain generous health benefits (all medical premiums employer paid at 90%)

• Enjoy ample time off (14 paid holidays, 96 hours of sick leave, 80 hours of vacation leave for new employees)

• Participate in the CalPERS retirement system (Classic members 2% @ 55, PEPRA members 2% @ 62) and Social Security

• Enhance your career taking advantage of our Tuition Reimbursement Program, up to $1,500 per fiscal year, which can also be used for student loan payments

First review of applications will be on Monday, June 3rd. Qualified applicants will be contacted by Human Resources via email to schedule testing and an interview.

Selection Process:

The selection process will consist of an application screening, proofreading assessment, MS Word and Excel assessments and oral interviews. After the job posting closes, candidates will receive a link to online testing.

Recruitment Timeline

Apply by: 4pm on Monday, June 10, 2024

Online Testing dates: June 11 & 12, 2024

1st Interviews: Monday, July 1, 2024

2nd Interviews: Wednesday, July 3, 2024

THE CITY OF SAN MARCOS CORE VALUES

The City of San Marcos hires for potential with a strong emphasis on team members who hold the same core values as our organization:

• Be problem solvers 

We consistently exceed customer expectations by going out of our way to help people solve their problems quickly and easily.

• Be good partners 

We work together to co-create solutions that resect the needs of everyone involved.

• Operate like an efficient business 

We get things done while always looking out for the bottom line, because a financially healthy city can do more for those it serves.

• Build to last 

We hold ourselves to the highest standards, with an eye toward the lasting effects of our decisions.

Click here to read the Office Specialist full job description.

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

• Computer applications related to the work, including Microsoft Excel, Word, Teams, Outlook, and PowerPoint.

• Modern office administrative and secretarial practices and procedures, including the use of standard office equipment and computers;  

• Business writing practices and the standard format for reports and correspondence.

• Principles and practices of data collection and report preparation

• Business mathematics and basic statistical techniques.

• Principles and procedures of recordkeeping

• English usage, grammar, spelling, vocabulary, and punctuation.

• Methods and techniques of customer service and public relations

• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors and City staff.

• Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions; applicable codes, regulations, policies, technical processes, and procedures related to the department to which assigned.

Ability to:

• Perform responsible administrative and secretarial support work with accuracy, speed, and general supervision.

• Provide varied and responsible secretarial and office administrative work requiring the use of tact and discretion Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities

• Interpret, apply, and explain administrative, organizational, and departmental policies and procedures

• Respond to and effectively prioritize multiple phone calls, emails, and other requests for service

• Compose correspondence and reports independently or from brief instructions.

• Make accurate mathematical, financial, and statistical computations

• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work

• Establish and maintain a variety of filing, recordkeeping, and tracking systems

• Organize and prioritize a variety of ongoing work, tasks, and projects in an effective and timely manner while meeting critical time deadlines

• Operate modern office equipment including computer equipment and specialized software applications programs;  Understand and follow oral and written instructions

• Type at a speed of 50 words per minute (net) and enter data at a speed necessary for successful job performance

• Exercise good judgment, flexibility, creativity, and adaptability in response to changing situations and need

• Use English effectively to communicate in person, over the telephone, and in writing

• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

OFFICE SPECIALIST

Education/Training

Equivalent to the completion of the 12th grade, supplemented by specialized training in business or secretarial science.

Experience

Two years of full time equivalent, professional level administrative experience.

LICENSE OR CERTIFICATE

Possession of an appropriate, valid driver's license with satisfactory driving record.