Part-Time Office Assistant -Fire Department

Part-Time Office Assistant (Confidential) -Fire Department

Pay Class: 19 General ($17.1178-$21.8472)

FLSA Non-Exempt

This is a part-time position and is not to exceed 19 hours worked in a week.

DEFINITION

Under immediate supervision of the Fire Chief, performs a variety of routine clerical tasks within the Fire Department. Prepares forms, memoranda, correspondence and reports; assists with tracking departmental budget; reviews invoices and prepares purchase orders; maintains office supplies; answers telephone, takes and relays accurate messages and greets the public; processes incoming and outgoing mail, sorts and distributes; responds to routine inquiries; files documents; assists with coordinating special events; and other duties as assigned. This position is designated "confidential" due to access to/knowledge of the employee's personnel, pay and medical files and labor/employee relations.

EXAMPLES OF ESSENTIAL DUTIES

NOTE: Examples listed in this class specification represents but is not necessarily exhaustive or descriptive of duties assigned to this position.

Each individual in this classification may not necessarily perform all the duties listed. Management reserves the right to assign other related tasks if such duties are a logical assignment for this position.

• Answers the telephone, takes accurate messages and greets the public. Responds to routine inquiries.

• Performs a variety of clerical tasks to include verifying invoices and preparing purchase orders, maintaining office supplies, preparing forms, memoranda, correspondence and reports, filing of confidential documents and data entry. Processes, sorts and distributes incoming and outgoing mail.

• Assists with maintaining the Fire Department section of the City's website.

• Maintains department training records.

• Assists with tracking departmental budget and monitoring grants and specially funded programs.

• Develops and coordinates emergency ambulance billing processes.

• Operates a variety of office machines and computer using various software programs. Utilizes radio equipment to communicate with field staff.

• Coordinates special events.

• Conducts special studies on behalf of the Fire Chief.

• Performs other duties as assigned.

MINIMUM QUALIFICATIONS

Education: High school diploma or equivalent.

Experience: One (1) year of clerical experience involving frequent contact with the public.

Some experience in municipal government or human resources is preferred. Experience with personal computers utilizing word processing and computer spreadsheets required.

Licenses: Valid California State Drivers License, Class C; must be insurable under the City's insurance policy without the City incurring any additional premiums or costs.

NOTE: It is the employee's responsibility to renew all applicable license(s). The City will reimburse the employee for any required training expenses.

KNOWLEDGE, SKILLS AND ABILITIES

NOTE: The following are a representative sample of the KSA necessary to perform essential tasks of the position.

Knowledge of: Modern office methods, procedures and equipment including a computer terminal; English usage, spelling, grammar and punctuation; principles and procedures or record keeping; principles of basic mathematics, principals and techniques used in dealing with the public.

Skill and Ability to: Perform a variety of highly specialized and responsible personnel work; accurately record and process important employment and labor relations data and maintain strict confidentiality; effectively prioritize and manage time; keep organized; meet deadlines; multi-task with speed and accuracy; follow direction; be flexible, creative and follow-through with constructive ideas; exercise independent thinking within the limits of policies, standards, and precedents; understand, interpret, explain and apply policies, procedures, and regulations; be detail oriented; read employment law publications, policies, contracts, and directives; write personnel policies, procedures, recruiting brochures, flyers, correspondence; use computers and various software programs, including PowerPoint, Publisher, and developing and maintaining complex database and spreadsheets; type at an adequate speed to perform job duties; and work effectively with frequent interruptions and under stressful circumstances; maintain unquestionable integrity; and have excellent attendance and be punctual.

ATTITUDE

Characterized by initiative, commitment to teamwork and quality performance, and a customer-service orientation; must interact in a positive manner with City employees and the public.

PHYSICAL AND PSYCHOLOGICAL REQUIREMENTS

NOTE: The physical and psychological demands described herein are representative of those that must be met by an employee to successfully perform the essential duties of this classification. Reasonable accommodations may be made to enable an individual with qualified disabilities to perform the essential functions of this job, on a case-by-case basis.

Hearing and speaking to exchange information in person and on the telephone; vision sufficient to read written materials, including small print, and personal computer video screen; sitting for extended periods of time; occasional walking to other offices and standing for brief periods. Bending and reaching to place or retrieve files, office supplies, binders and other reference materials; dexterity of hands and fingers to operate a personal computer; typewriter and other office equipment.

Mental application utilizes memory for details, verbal instructions, emotional stability, discriminating thinking and creative problem solving. Individual must exercise good judgment, be flexible and sensitive in response to changing situations and needs; and communicate clearly and concisely, both orally and in writing.

NOTES:

Minimum Qualifications and required material must be met/received by the last day of the filing period. It is the applicant's responsibility to make sure that all required material has been received.

Faxed applications will not be accepted.

Incomplete applications will not be accepted.

Resumes submitted in lieu of a completed City of Coalinga Employment Application will not be accepted.

All communication and correspondence from the City of Coalinga will be sent to the applicant via electronic communication to the email address provided by the applicant on the submitted employment application.

The City of Coalinga is an Equal Opportunity employer committed to nondiscrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, age, disability, or covered veteran's status consistent with applicable federal and state laws. Reasonable accommodations will be provided for applicants with disabilities who self-disclose.