Administrative Specialist at Sacramento Metropolitan Fire District / Jobsxl

BENEFITS:
Retirement
CalPERS retirement: Classic employee 3% @ 60, PEPRA employee 2% @ 62
Health Benefits
CalPERS health insurance offering variety of HMO’s and PPO’s. District contributes 92% of the health plan premium and the employee is responsible for the remaining 8% of the premium. Dental and vision insurance are also paid by the District.
Life Insurance
$20,000 for the first probationary year and $100,000 thereafter.
Leave
PTO – 11 hours / month
Sick Leave – 17.22 / month thereafter
Holiday – 12 designated holidays per year
Incentives
Education incentive – up to 5% of base pay for first 3 years, increases to the max of 7.5% thereafter
Continuing education – 5% of base pay after 24 hours of continuing education hours
Longevity – 2% of base pay starting at 10 years of service
Under general supervision, incumbent is responsible for performing the most complex administrative support activities requiring incumbent to maintain confidentiality and to regularly exercise discretion and independent judgment. Provides secretarial and administrative services to one or more members of senior management; assists senior management by assuming a variety of administrative duties; screens and answers telephone calls and correspondence; may exercise direct supervision over clerical staff; performs other duties as required.

Examples Of Essential Duties:
This job description is intended to convey information essential to understanding the scope of the position; it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position.

  • Screens office and telephone callers, transfers telephone calls to the appropriate person/division; personally assists those whose business does not warrant seeing the manager; exercises independent judgment and discretion in giving out information on established programs and policies in accordance with general guidelines.
  • Screens incoming correspondence routed to the manager; arranges correspondence for reply in order of priority with appropriate background material attached for reference; prepares replies to correspondence and will follow up to insure that deadlines are met.
  • Composes correspondence independently or as directed, requiring a knowledge of the duties of the manager and office procedures and policies; types letters, reports and other finished copies from rough drafts and marginal notes; reviews outgoing correspondence prepared for management’s signature by other staff members for consistency with routine procedural requirements as well as for proper format and grammar.
  • Serves as a liaison between the Fire Chief, Board Members, managers, citizens, vendors, private and public officials, and personnel under his/her supervision, and/or other parties; transmits messages, orders and requests, both written and verbal, and acts for the manager in his/her absence as authorized; maintains office controls on the progress of assignments and projects.
  • Researches, compiles, and analyzes data from special projects, individual requests for special reports or projects; contacts other divisions, employees, agencies and individuals for additional material as necessary; may prepare reports for manager’s approval on request.
  • Relieves manager of personnel, budget or other operating details such as scheduling, timekeeping and approving material, and purchase requisitions.
  • Makes appointments and arranges conferences and meetings for the manager; prepares agenda and makes adjustments as necessary in scheduled meeting times; completes arrangements for scheduled meetings; makes travel arrangements. Attends meetings or conferences; takes and/or summarizes notes into minutes and distributes to appropriate parties involved.
  • Sets up and maintains files for records and correspondence; maintains manuals and updates resource material.
  • Supervise the ordering and storage of appropriate supplies; monitors budget as assigned; recommend improvements in work flow, procedures, and use of equipment and forms.
  • Assist in department operations related to management policies and general business operations; perform special projects and assignments as requested.
  • Answers questions from management and staff on policies, procedures, and directives by utilizing knowledge of the division or researching and gathering information to find the correct answer to facilitate workflow.
  • Provides especially difficult and responsible secretarial and administrative support for a manager; consults with managers to advise and recommend procedures, guidelines, and processes; assists the manager by assuming a wide variety of administrative and office detail.
  • Manage division support functions; direct the work activities of assigned clerical personnel; prioritize and coordinate work assignments.
  • Interprets and transmits the manager’s decisions, views, and directives to department personnel. Follows up and informs the manager of concerns requiring his/her attention.
  • Acts as the manager’s representative with the public and departmental personnel in establishing and maintaining control of critical and sensitive information; responds to inquiries of a complex and technical nature requiring personal discretion and some familiarity with the subject matter.
  • Other related duties as assigned by supervisor/manager.

Typical Qualifications:

The education or experience requirements may be modified or waived at the sole discretion of the Fire Chief. At least one of the education or experience requirements must be met; both requirements cannot be modified or waived. The Sacramento Metro Fire District Board of Directors shall be notified of any such modifications or waivers.

Age

Must be at least eighteen (18) years of age.


Education and Experience

Education must be obtained through a post secondary institution currently accredited by any accreditation body recognized by either the Counsel for Higher Education Accreditation (CHEA) or the United States Department of Education.

Required:

  • Associates Degree or 60 units of college credit that would be applicable to the required essential functions of the position.
  • Four (4) years of current employment with the District may be substituted for the Associates Degree requirement.
  • Three (3) years of increasingly responsible secretarial or office experience that would be applicable to the required essential functions of the position.

Desirable:

  • Bachelor’s Degree in a related field that would be applicable to the required essential functions of the position.
  • Bilingual ability.


Knowledge of
:

1. Correct English usage and principles of writing and grammar, including proper report and correspondence format, correct spelling and proper word usage, and punctuation and sentence structure.

2. Modern office practices and procedures, including filing and operating office equipment.


Ability to
:

1. Establish and maintain harmonious and effective working relationships with a wide variety of people that include senior management, employees, outside agencies and the general public.

2. Under general supervision, plan, organize and complete work rapidly and efficiently despite frequent interruptions and/or distractions.

3. Learn, interpret and apply administrative and departmental policies, laws and rules with particular reference to the activities of the District Division where the position incumbent is assigned.

4. Take responsibility and use independent judgment in recognizing scope of authority.

5. Type technical reports and documents.

6. Compose correspondence independently based on policy and guidelines.

7. Proofread written materials to identify errors in punctuation, spelling and grammar.

8. Keep complex records and prepare reports.

9. Meet the public in situations requiring tact, diplomacy and poise.

10. Receive phone calls, identify the nature of their problem or need and take appropriate action.

11. Plan, organize, coordinate and supervise the work of others may be required.

12. Schedule meetings and conferences coordinating with all parties and make travel arrangements.

13. Understand, interpret, and apply a variety of complex policies, procedures, rules, regulations, contracts, court documents or other legal documents.

14. Fully sufficient in operating computers and office software.

15. Type at a corrected rate of 55 words per minute.

Supplemental Information:

Maintain physical ability and stamina to meet position tasks and responsibilities. Physical abilities must commensurate with the essential functions of the position. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the position.


No person shall pose a threat to themselves or to the health and safety of other individuals in the work place, or to the public they serve.


LICENSE

Possession of and ability to maintain a current valid California Driver’s License, Class C, is a condition of employment.


APPLICATION PROCEDURE:

The application filing period opens Monday, December 2, 2019 and closes Tuesday, December 31, 2019 at 4:00 PM.
Interested applicants may apply online at www.metrofire.ca.gov.

Although a resume may be submitted along with your application, it will not be accepted as a substitute for any of the required application question responses. In summary, do not write “see resume” in lieu of answering any question. Incomplete applications will be automatically disqualified. No exceptions.
Applications must be completed online before the final filing deadline.
SELECTION PROCESS:
Applications and supporting material will be used to select the best-qualified applicants for the qualification appraisal.
A qualification appraisal will be used to assess the candidate’s skills, knowledge, training, and experience. The selection process may consist of a Written Examination and/or Panel Interview. Candidates who successfully complete the selection process will be placed on an eligibility list for appointment. The Fire Chief will, when filling vacancies, make a selection from those on the eligibility list.
THE DISTRICT RETAINS THE RIGHT TO EXTEND OR ABOLISH THE ELIGIBILITY LIST AT ANY TIME.

Source link