City of Arroyo Grande · 1 week ago
Office Assistant II
Arroyo Grande, CA
Part-time
Onsite
Mid Level
3+ years expThe City of Arroyo Grande is seeking an Office Assistant II to provide general office assistance and perform various clerical, secretarial, and administrative tasks. The role involves maintaining records, assisting with public inquiries, and supporting the Administrative Assistant and Fire Chief with a variety of office duties.
Government Administration
Responsibilities
Answers multi-line telephones and routes calls to appropriate personnel; provide information on Authority policies and procedures as required
Receives and screens a variety of visitors and, where appropriate, refers the visitors to other staff members or may personally provide information on policies and procedures
Maintains accurate and up-to-date files and records for assigned areas; monitor various logs, accounts and files for current and accurate information
Receives, sorts and distributes incoming and outgoing mail and correspondence; copy and distribute as requested
Compiles data and prepares various reports
Operates a variety of office equipment including a copier, computer, printer and scanner
Maintains inventory of forms, office supplies and other general supplies for the Authority’s three fire stations; order supplies as needed
Assists Fire Chief/Public Information Officer with social media messaging and web site changes
Performs administrative tasks in support of the Administrative Operations Manager, Chief Officers and the Department Operations Center (DOC)
Prepares timesheets and payroll documents and ensures correct and timely processing
Prepares invoices for payment and ensures correct and timely processing
Schedules public education requests and keeps calendars and staff informed
Assists in planning various events, workshops, or meetings
Works independently, using sound judgment in making decisions, and maintaining confidentiality at all times
Competently uses a variety of office equipment, computers and software programs, the Internet and E-mail necessary to complete assigned duties
Records and transcribes minutes from meetings as assigned
Responds to requests for information from the public or legal entities in a timely and professional manner. Follows legal and HIPPA guidelines in releasing confidential or sensitive information, ensuring release only to authorized parties
Maintains cooperative relationships with staff, members of private and other public agencies, and members of the public
Consistently demonstrates exemplary courtesy, initiative, diligence, truthfulness, attention to duty and observance of proper personal discipline in accordance with the Authority’s standards
Participates in training exercises and classes as directed
Performs related duties and responsibilities as required
Qualification
Required
Three years of increasingly responsible administrative and/or secretarial work experience; experience working in the fire service in an administrative capacity is highly desirable
Equivalent to the completion of the twelfth grade supplemented by college level course work in business or a related field
Possession of, or ability to obtain, a valid California driver's license
Possession of or ability to obtain within six (6) months, Incident Command System (ICS) and National Incident Management System (NIMS) certifications
Basic principles and procedures of filing
Basic principles and procedures of record keeping
English usage, spelling, grammar and punctuation
Principles of business letter writing and basic report preparation
Modern office methods and procedures, office equipment, computers and supporting word processing, spreadsheet, e-mail, incident reporting and financial software applications
Records management principles and practices
Customer service principles
Basic budgeting and mathematical principles
Relevant Federal, State, and local laws, codes and regulations
Authority organization, policies and procedures, activities and programs
Fire service Incident Command System (ICS) and National Incident Management System (NIMS) principles and practices
Emergency services and planning principles
Operations of the Emergency Operations Center (EOC)
Social media platforms and basic website design
Screen mail, telephone calls and visitors
Use internet and email
Correctly interpret Authority policies and procedures
Perform general clerical work including maintaining files and compiling information for reports
Enter data on a computer at a speed necessary for successful job performance
Effectively respond to requests and inquiries from the general public
Understand and follow oral and written instructions
Communicate clearly and concisely, both orally and in writing
Work independently in the absence of supervision
Assist in developing and administering Fire Authority goals, objectives and procedures
Remain calm under stressful situations
Assist and track grant funding applications, related work programs, and reporting
Assist with Authority Programs such as the Annual Weed Abatement Program, Fourth of July Fireworks, Fire Prevention and Public Education
Interpret and apply Federal, State and local policies, laws and regulations
Perform advanced and confidential administrative tasks involving the use of judgment and requiring accuracy and speed
Prepare invoices and track expenditures
Multi-task and efficiently prioritize those tasks
Develop and maintain various spreadsheets
Compose clear and concise memoranda and correspondence
Operate office equipment including computers and supporting word processing, spreadsheet, E-mail, incident reporting and financial software applications
Establish and maintain harmonious and effective working relationships with a wide variety of people that include elected officials, Authority management, Authority employees, outside public agencies, media and the general public
Maintain physical condition appropriate to the performance of assigned duties and responsibilities
Benefits
Employer contributes to retirement benefits through membership in the Public Agency Retirement System (PARS) for all part-time employees in lieu of Social Security. Each pay period 6.0% will be deducted from the employee's salary and deposited into the PARS account. The City contributes an additional 1.5% of the employee's salary to the PARS account.
40 hours of sick leave per year which can be used after 90 days of employment.
Company
City of Arroyo Grande
Arroyo Grande was incorporated on July 10, 1911 as a general law city.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase