Administrative Secretary

Administrative Secretary

CONFIRE, JPA is seeking an Administrative Secretary responsible for a broad range of secretarial and administrative tasks supporting managers, professional staff, and assigned functional units. This role is distinguished from office assistant classifications by the performance of more complex clerical and administrative duties that require detailed knowledge of agency policies, procedures, records, schedules, purchasing processes, meeting support requirements, and the handling of confidential information. The position requires discretion, initiative, and strong attention to detail, along with the ability to manage sensitive and confidential materials while applying and clearly explaining established policies and procedures within the scope of assigned authority.

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.

Conditions of employment:

Work Availability: Must be available to work a flexible schedule, including evenings, weekends, and holidays, to provide administrative and secretarial support for managers, professional staff, and functional units involved in emergency communications operations, readiness priorities, regional coordination, and other division needs. Incumbents must be able to report to CONFIRE facilities or designated locations to assist with urgent administrative requirements, support operational activities, or handle time-sensitive division tasks.

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 duties, meeting preparation, record management, purchasing processes, and other clerical or division-support activities. 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: Teamsters

Under general supervision, the Administrative Secretary performs a variety of secretarial and administrative support duties requiring knowledge of CONFIRE JPA policies, procedures, and operational practices, and how they apply to employees, member agencies, partner agencies, vendors, and the public.

This position provides direct secretarial and administrative support to management, professional staff, assigned divisions, committees, and workgroups. The Administrative Secretary performs responsible clerical, records, scheduling, purchasing, meeting support, and administrative coordination duties requiring discretion, accuracy, confidentiality, and sound judgment. Performs related duties as assigned.

Duties may include, but are not limited to, the following:

1. Screen, prioritize, and direct telephone calls, emails, mail, and correspondence; provide information requiring interpretation and explanation of CONFIRE JPA policies, procedures, and practices.
2. Compose routine and factual correspondence, memoranda, notices, forms, and communications based on general instructions, established guidelines, or brief notes.
3. Type, format, proofread, and process correspondence, reports, agendas, minutes, forms, numerical materials, and other documents from drafts, recordings, notes, or general direction.
4. Research, compile, and organize information from files, records, databases, and other sources; prepare summaries, logs, and routine reports for management review.
5. Establish, maintain, update, and organize logs, files, and records, including budget, personnel, payroll, purchasing, meeting, and other confidential or sensitive administrative records.
6. Assist with records management activities, including document organization, retention, retrieval, archival processes, and compliance with applicable record retention requirements.
7. Schedule meetings, interviews, conferences, appointments, and other activities; prepare agendas, packets, supporting materials, attendance records, and follow-up documentation.
8. Assist with Board, committee, workgroup, and organizational meeting support, including preparing materials, recording notes or minutes, distributing documents, and tracking follow-up items.
9. Post, track, and reconcile financial or administrative transactions in accounts, logs, spreadsheets, or other records; assist with monitoring expenditures and maintaining related documentation.
10. Maintain supervisor or division calendars; schedule appointments as directed; coordinate travel arrangements and prepare or process related documentation and expense reports.
11. Prepare, process, and track purchase requests, purchase orders, requisitions, invoices, vendor documentation, and related purchasing materials in accordance with established procedures.
12. Explain or interpret departmental policies, procedures, forms, records, and practices to employees, member agencies, vendors, partner agencies, and the public within the scope of assigned authority.
13. Research and gather information to support supervisory or management administrative decisions.
14. Maintain confidentiality of personnel, payroll, financial, operational, legal, and other sensitive administrative information.
15. Type accurately at a speed sufficient to perform the duties of the position.
16. Provide vacation or temporary relief as required.
17. Perform other related duties as assigned.

Minimum Requirements

Education:

High school diploma or GED.

Experience:

Two (2) years of recent experience performing increasingly responsible and complex clerical, secretarial, administrative support, office support, or records-related work.

Desired Qualifications

The ideal candidate will demonstrate:

• Knowledge of modern office practices, procedures, equipment, records systems, and administrative support functions.
• Proficiency with personal computer applications, including word processing, spreadsheet, email, calendar, and document management systems.
• Experience preparing correspondence, agendas, minutes, reports, forms, and other administrative documents.
• Experience supporting meetings, maintaining calendars, scheduling appointments, and coordinating administrative activities.
• Experience with purchasing support, purchase requests, invoices, vendor documentation, or related administrative processes.
• Strong records management, file maintenance, data entry, and document organization skills.
• Ability to establish and maintain cooperative working relationships with employees, supervisors, managers, member agencies, vendors, partner agencies, and the public.
• Ability to handle confidential and sensitive information with discretion and professionalism.

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.