Administrative Assistant

Administrative Assistant

CONFIRE, JPA is seeking an Administrative Assistant who performs advanced administrative, operational, and program support duties for department managers, division chiefs, and multiple functional units. This role coordinates departmental operations, supports budgeting and purchasing activities, maintains records and reporting systems, and facilitates communication among management, staff, member agencies, vendors, and external stakeholders. The position requires independent judgment, strong workflow coordination, and the ability to manage complex and broad assignments that extend beyond the scope of an Administrative Secretary, often supporting multiple programs simultaneously.

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.

Work Availability: Must be available to work a flexible schedule, including evenings, weekends, and holidays, to provide administrative, operational, and program support for department managers, division chiefs, and functional units engaged in emergency communications operations, readiness priorities, regional coordination, and other organizational needs. Incumbents must be able to report to CONFIRE facilities or designated locations to assist with urgent administrative workflows, support departmental operations, or complete time-sensitive assignments related to program and project activities.

Travel: Travel between CONFIRE facilities, member and partner agency sites, subcontractor locations, project venues, and other operational or coordination sites may be required to support administrative responsibilities, meeting preparation, record management, purchasing activities, and other departmental or program-support functions. A valid California Driver License and proof of automobile liability insurance must be presented at the time of hire and maintained throughout employment.

Job Description: Representation Unit: Exempt

Under general direction, the Administrative Assistant performs a wide range of advanced administrative, operational, and program support duties for assigned department managers, division chiefs, or functional units within CONFIRE. This position plays a key role in coordinating departmental operations, supporting administrative processes, assisting with budget and purchasing activities, maintaining records and reporting systems, and facilitating communication between management, staff, member agencies, vendors, and external stakeholders.

The Administrative Assistant exercises independent judgment in applying established policies and procedures, coordinating administrative workflows, and ensuring the timely completion of departmental projects and assignments. This position performs duties that are broader and more complex than those assigned to an Administrative Secretary and may support multiple programs or functional areas simultaneously.

Performs related duties as assigned.

Example of Duties:

1. Coordinates and supports departmental administrative operations, projects, and workflow processes to ensure efficiency and compliance with CONFIRE, JPA policies and procedures.
2. Prepares, reviews, and formats correspondence, reports, presentations, agendas, meeting materials, and other documents for management review and distribution.
3. Provides administrative support for Board meetings, committees, workgroups, and other organizational meetings by preparing agendas, assembling packets, recording minutes, and tracking follow-up items.
4. Research, compile, and summarize operational, financial, statistical, and administrative data for reports, presentations, and management decision-making.
5. Maintains and updates confidential and non-confidential records, databases, logs, and filing systems in accordance with retention and confidentiality requirements.
6. Assist with records management activities, including document retention, records organization, archival processes, and compliance with applicable record retention requirements.
7. Acts as liaison between management, staff, member agencies, vendors, and external stakeholders to coordinate communication and resolve administrative issues.
8. Monitors assigned projects and tasks, ensuring deadlines are met and deliverables are completed accurately and on time.
9. Assists with contract and agreement administration, including tracking documents, maintaining files, and supporting renewal or amendment processes.
10. Assist with purchasing activities, including preparation of purchase requests, tracking procurement documentation, coordinating vendor communications, and monitoring purchasing workflows.
11. Coordinates travel arrangements, training sessions, conferences, and special events, including logistics and expense documentation.
12. Reviews administrative procedures and workflow processes and recommends improvements to enhance efficiency and service delivery.
13. Provides guidance and support to clerical staff as assigned, including assisting with training and workflow coordination.
14. Responds to inquiries from employees, member agencies, vendors, and the public, interpreting and explaining departmental policies and procedures within scope of authority.
15. Provides vacation or temporary relief, as required.
16. Performs other related duties, as assigned.

Minimum Requirements

Education: High school diploma or GED required.

Experience: Three (3) years of increasingly responsible administrative, office management, or program support experience.

Desired Qualifications

• Associate degree in business administration, Public Administration, Office Administration, or related field is desirable.
• Experience supporting management-level staff in a public agency or public safety environment.
• Experience supporting records management, document retention, public records requests, or Board administration activities.
• Knowledge of budget tracking, purchasing, and contract administration.
• Strong organizational, coordination, and project management skills.
• Proficiency with Microsoft Office Suite, (Excel, Word, PowerPoint), and database or reporting systems.
• Ability to work independently and manage multiple priorities.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.

Selection Process

Application Procedure: To be considered for this excellent opportunity, please complete and submit the online employment application and supplemental questionnaire as soon as possible, as this recruitment may close at any time with or without notice. Resumes will not be accepted in lieu of the application and/or supplemental questionnaire.

To ensure timely and successful submission of your online application, please allow ample time to complete your application and consider having your profile created and/or updated before applying for the position. Applicants will be automatically logged out if they have not submitted the application and all required materials prior to the posted deadline. Once your application has been successfully submitted, you will receive an on-screen confirmation and an email. We recommend that you save and/or print these for your records.

Benefits

This position is not eligible for benefits.