Senior Administrative Assistant

Arcadia Fire Department Administrative Assistant/Senior Administrative Assistant

Arcadia is a charming, family-oriented community with a population of just over 57,000. Located 13 miles east of downtown Los Angeles, regional transportation networks like the Metro A Line connect Arcadia as a premier residential, shopping, and entertainment destination in the San Gabriel Valley. Arcadia is known for its top-rated schools, iconic landmarks, and serene neighborhoods. Arcadia is an award-winning community having been twice named as the best City in California in which to raise kids and has been recognized as a premiere business friendly City in Los Angeles County.

The City of Arcadia Fire Department provides the finest in fire protection, emergency medical, fire prevention and community preparedness services. We are, first and foremost, dedicated to protecting the quality of life for the citizens and visitors of our community through multifaceted emergency response and the protection of life, property, and the environment. With only about 1% of the fire departments in the nation attaining such distinction, the Arcadia Fire Department (AFD) prides itself as a Class 1 Department, placing AFD among one of the top fire protection agencies in the U.S. We are seeking a highly motivated Administrative Assistant/Senior Administrative Assistant to join the Arcadia Fire Department. This postiion will provide a variety of highly responsible, complex, and specialized administrative, technical, and secretarial functions in support of the Fire Department.

What We Offer:

• 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

Note Regarding Salary: Newly hired candidates typically start at the first step of the salary range (Step A); however, a higher step within the salary range may be negotiated based on the candidate's qualifications, experience, and skillset.

Administrative Assistant: Under general supervision, to perform a variety of highly responsible, clerical, secretarial, or administrative duties in support of the assigned department and/or division; to provide word processing and data entry support; to assist in planning, organizing, and coordinating support activities, operations, and functions related to the assigned office; and to provide information and assistance to staff and the general public.

Salary: $60,912 - $76,044 Annually

Senior Administrative Assistant: Under general supervision, to perform a variety of entry level or highly responsible, clerical, secretarial, or administrative duties in support of the assigned department and/or division; to provide word processing and data entry support; to assist in planning, organizing, and coordinating support activities, operations, and functions related to the assigned office; to perform responsible, confidential and complex administrative and secretarial duties for management staff and oversee the operations and functions of the assigned office; and to provide information and assistance to staff and the general public.

Salary: $68,844 - $85,956 Annually

Examples of Duties:

• 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 fund.
• Interpret regulations, policies, and procedures; make decision involving independent judgment and requiring 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.

Minimum Qualifications:

Administrative Assistant: Experience: Three years of increasingly responsible administrative secretarial experience. Training: Equivalent to the completion of the twelfth grade supplemented by specialized course work in office practices, management, or business administration.

Senior Administrative Assistant: Experience: Four years of increasingly responsible administrative secretarial, administrative assistant, office management, or related experience. Training: 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.

Supplemental Information:

Special Requirements: Essential duties require the following physical skills and work environment: Ability to work in a standard office environment. Application: A fully completed online application is required to be submitted. Incomplete, late, emailed, faxed and hard copy applications are not accepted. Resumes are not considered in lieu of the required online employment application. All certificates, resumes, cover letters, and other documents requested by the City