Fire Administrative Aide
City of Lompoc - san francisco, CA
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Salary : $5,283.18 - $6,356.27 Monthly Location : Fire Department Station 1, CA Job Type: Full-Time, Permanent Job Number: Department: Fire Opening Date: 09/30/2024 Closing Date: 10/31/2024 11:59 PM Pacific DEFINITION/SELECTION PROCESS THIS RECRUITMENT IS TO ESTABLISH AN ELIGIBILITY LIST FOR A CURRENT VACANCY. Interested applicants must submit on-line application -- NO paper applications will be accepted. If you forget your password, have application login problems, or get an error message during the application process, please call the NeoGov helpline at for assistance. The City reserves the right to stop accepting applications prior to the posted deadline if sufficient numbers of qualified applications are received. Therefore, applicants are encouraged to apply as early as possible. The recruitment is officially closed once it has been removed from the City's website. Under general supervision, to perform entry-level professional administrative analysis work and a variety of responsible complex administrative secretarial work which include confidential matters, such as labor relations/negotiation issues; to coordinate and participate in office support functions involving record keeping, financial transactions, information gathering and processing in support of the department's goals and objectives; and to provide information and assistance to the public regarding departmental policies and procedures; acts as confidential secretary to the department head; and performs other specifically related work as required. ***** Typing Certification Required ***** 50 net words per minute online typing certificates will be accepted CLASS CHARACTERISTICS: This single position class is distinguished from other clerical support positions by the nature of a public safety department and the consequent demand for a working knowledge of the Fire Department and City government. Positions in this class perform a broad range of complex administrative analysis and secretarial related duties that relieve management of administrative and technical details, such as duties ranging from reception, customer service duties, sorting, filing, record keeping, information processing, and administrative analysis; provides assistance to technical and professional staff related to the activities and operations of the Fire Department. The incumbent uses initiative, judgment and experience in applying and interpreting departmental policies. Employees must have excellent office, supervisory, and interpersonal skills. This class specification is designated as "confidential" under the MYERS-MILIAS-BROWN ACT. Incumbents in this confidential classification may prepare labor negotiation proposals and other documents and/or in the course of duties has access to information relating to the City's administration of employer-employee relations. EXAMINATION PROCESS: Based upon screening of the City application , résumé, and responses to supplemental questions , applicants whose qualifications best meet the requirements of the position will be invited to the examination process. This process may include but is not limited to, panel interview, which consists of an evaluation of some of the essential knowledge, skills, abilities, and job-related experience listed below. Those candidates who pass the examination process are placed on an eligibility list from which the final selection will be made. SELECTION PROCESS: As authorized by City policy, applicants being considered for hire in this position are subject to fingerprinting for purposes of investigating criminal history background, as part of the employment screening process. Appointment is subject to successful completion of a pre-employment medical examination (based upon job-related physical standards) by a City-designated physician. Failure in any one part of the examination or selection processes will disqualify a candidate from further consideration. ESSENTIAL FUNCTIONS/EXAMPLES OF DUTIES The following duties are typical of this classification. Incumbents may not perform all of the duties and/or may be required to perform specific additional or different duties from those set forth below to address business needs and changing business practices. Performs complex administrative secretarial duties in support of assigned department director. Recommends improvements in workflow, procedures and use of equipment and forms. May serve as secretary for labor negotiation discussions. Prepares and maintains a variety of labor relations and other confidential materials. Routinely handles highly confidential and sensitive information. Assists in conducting surveys and studies relating to department functions and services. Gathers, organizes and analyzes information to assist in the development and recommendation of solutions. Prepares written reports recommending revisions or solutions to department practices, procedures or problems. May assist in the preparation of the department's budget by obtaining and compiling data. May provide direct or technical supervision over a professional support unit. Processes responsible administrative details. Initiates and maintains contact with individuals, groups and agencies. Receives and investigate complaints. Collects, compiles and analyzes information pertaining to the functions of the department. Represents and acts for the supervisor in accordance with broad guidelines and good judgment. Participates in the duties relating to the administration of a department. Participates in preparing comprehensive reports, agendas and minutes of meetings. Compiles annual budget requests/documents. Makes statistical computations and analyzes results. Maintains records concerning purchases, budget accounts and inventory. Coordinates payroll procedures, monitoring payroll sheets for accuracy. Coordinates performance evaluation schedule with managers and supervisors and types of performance evaluations and personnel action forms. Makes itineraries/travel arrangements. Prepares a wide variety of reports, letters, memoranda and statistical charts, from rough draft or verbal instruction. Takes and transcribes dictation as required. Composes correspondence related to assigned responsibilities. Proofreads materials for clerical accuracy, spelling, syntax, grammar and clarity. Assists in the development of department presentations using PowerPoint and other media forms. Maintains records and develop reports concerning new or ongoing programs and program effectiveness. Maintains records for attendance, facilities usage, service levels, permits and related records. Prepare statistical reports as required. Maintains a calendar of activities and various events for assigned department. Coordinates activities with other City divisions or departments, the public and outside agencies. Maintains and coordinates daily calendars and schedules; gathers information regarding upcoming meetings or events. Coordinates all details for upcoming events with individuals/organizations. Makes facility and refreshment arrangements. Screens office and telephone callers; responds to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities. Serves as secretary to various committees and commissions, preparing the agenda packet and taking minutes of the meetings. Assists committee members and commissioners with questions and requests. Maintains personnel files of departmental staff. Provides information and forms to the public as needed. Applies departmental policies and procedures in determining completeness of applications, forms, records and reports. Assists in a variety of department operations. Performs special projects and assignments as requested; contacts the public and outside agencies in acquiring and providing information and making referrals. Receives, opens, date stamps and screens incoming and outgoing mail/correspondence using broad discretions and knowledge of business operations and arranges in priority order. Assembles background information and prepares responses where appropriate and distributes appropriately Performs related duties and responsibilities as required. If you are unable to perform the essential functions of the position for which you are applying, either with or without reasonable accommodation, please notify Human Resources at (805) . TYPICAL QUALIFICATIONS EDUCATION AND EXPERIENCE: Include any combination of training, education, and experience which demonstrates an ability to perform the duties of the position. The typical qualifying background is completion of college or business school course work in office skills management AND three (3) years of increasingly responsible administrative secretarial experience, which included the use of personal computers and associated software. Some experience performing entry-level analytical work or completion of courses in public administration, accounting or a closely related area is highly desirable. LICENSE/CERTIFICATION REQUIRED: Possession of a valid and appropriate California Driver's License may be required. Typing certificate verifying a minimum of 50 net wpm is required. The typing certificate must have been obtained/dated no more than 12 months prior to submittal. KNOWLEDGE OF: Modern office methods and practices English usage, spelling and punctuation Basic math and statistics Business letter writing and basic report preparation techniques Techniques for prioritizing and organizing work Principles and practices of record keeping Filing systems and procedures Departmental policies and procedures Word processing/computer applications and office environment; budget and purchasing principles and procedures Methods of research, analysis and evaluation Analysis of statistical information General principles of supervision and training Office management General payroll and personnel procedures ABILITY TO: Independently perform difficult administrative, secretarial and clerical work involving independent judgment and personal initiative requiring a thorough knowledge of department functions and municipal policies. Devise or adopt office procedures in response to changing organizational needs. Initiate, write and prepare clear and comprehensive reports and keep complex records. Comprehend, interpret, explain, adhere, and enforce department policies and procedures. Keep moderately complex records Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. Compose and prepare letters and memoranda using independent judgment in making editorial changes. Comprehend, explain and adhere to statutes, rules and regulations. Work independently in the absence of supervision Operate and use modern office equipment including a computer. Work cooperatively with other departments, City officials and outside agencies. Apply analytical and statistical principles and procedures. Perform research with accuracy and develop objective recommendations. Prepare clear and concise reports. Perform statistical and administrative analysis. Communicate clearly and concisely, both orally and in writing. Exercise discretion in performing tasks. Operate a variety of office equipment including copiers, facsimile machine, computer effectively and efficiently. Input and retrieve data and text. Develop, organize and maintain filing systems for record storage and retrieval. Work after normal working hours as necessary. Supervise and train the work of others. Assign and review the work of others. Ensure the department director is fully informed of department functions. Type at 50 words net per minute. Maintain confidentiality of reports and records. Establish and maintain effective working relationships with those contacted in the course of work. SUPPLEMENTAL INFORMATION PHYSICAL AND MENTAL/PSYCHOLOGICAL DEMANDS: The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. PHYSICAL: Strength category: Light-exert force to 20 pounds occasionally, or 10 pounds frequently, or negligible force constantly. May involve significant standing, walking, pushing and/or pulling. Frequent fingering, typing. Occasional to frequent standing; occasional walking, sitting, bending, stooping, pushing, pulling, handling, gripping, grasping, twisting at the waist, reaching at, above and below shoulder level, extending neck upward, downward and side to side, climbing stairs. On rare occasion, climbing ladders, crouching, kneeling. Vision: Visual acuity which could be corrected sufficiently to perform the essential functions of the position; average depth perception needed. Hearing: Effectively hear/comprehend oral instructions and communication. MENTAL/PSYCHOLOGICAL: Work cooperatively and interact appropriately with those contacted in the course of work, including the general public; respond quickly to changing priorities; communicate effectively orally; perform effective multi-tasking; utilize complex reading, writing and math skills; understand, remember and carry out complex job instructions; work under pressure; work within deadlines; train other workers; and monitor, coordinate, and supervise the work of others. ENVIRONMENTAL CONDITIONS: Constantly works indoors. On rare occasion works outdoors. Frequent use of a computer. Occasionally drives motorized equipment/vehicles. Works both alone and with others. The information herein does not either constitute an expressed or implied contract. These provisions are subject to change without notice. Job classes in this unit are subject to the City's Personnel Rules, Procedures, Policies, and the Management, Supervisory & Confidential ("MS&C") Compensation Plan ("Comp Plan"). Benefits include the following: Bilingual Pay: Individuals determined to be in an eligible position and qualified by the City will be eligible for $150 per month bilingual. Employees with both oral and written bilingual skills shall receive $190 per month bilingual pay. Deferred Compensation: The City encourages and supports employee enrollment in either MissionSquare or CalPERS deferred compensation plan. Employees may contribute up to the maximum amount according to the IRS Retirement Plan Contribution Limits. Dental Insurance: Effective the first day of the month following appointment, the employee and dependents are eligible for insurance; the City contributes a substantial amount of the premium for the employee and dependents. Health Insurance: Effective the first day of the month following appointment, the employee and dependents are eligible for insurance; the City contributes a substantial amount of the premium for the employee and dependents. Employees can select from three (3) Blue Shield plans. Employee Assistance Program (EAP): Employees of the City of Lompoc are eligible to receive EAP services administered by Anthem Blue Cross. Employee, spouse, and eligible dependents are entitled to receive five (5) sessions per family member, per incident. Services include counseling for various reasons/needs. Holidays: Thirteen (13) days per year including one floating holiday. Life Insurance: The City provides life insurance in the amount equivalent to two years' annual salary up to a maximum of $300,000. The premium is paid entirely by the City. Employees are eligible for enrollment after the first day following six (6) months of continuous employment. Additional employee coverage is available at group rates. Long-Term Disability Insurance: Effective the first day of the month following six complete months of employment, the employee is eligible for insurance. The City pays 100% of the premium. Retirement: Third Tier -- Employees hired after January 1, 2013 are covered by California Public Employees Retirement System (CalPERS) 2% at age 62 formula. Employees pay 50% of the normal cost of the member's contribution as prescribed by PEPRA. Final compensation is the average for the highest 36 consecutive months. Second Tier -- Employees hired after November 19, 2011 and before January 1, 2013 are covered by California Public Employees Retirement System (CalPERS) 2% at age 60 formula. An eight percent (8%) member's contribution is paid by the employee. Final compensation is the average for the highest 36 consecutive months. First Tier -- Employees hired prior to November 19, 2011 are covered by California Public Employees Retirement System (CalPERS) 2.7% at age 55 formula with 1959 survivor's benefit. A ten percent (10%) member's contribution is paid by the employee. Final compensation is the average for the highest 12 consecutive months. Social Security: As a City of Lompoc employee, your earnings are not covered by Social Security. Under the Social Security law, there are two ways your Social Security Benefit amount earned under previous employers may be affected, "Windfall Elimination Provision" and "Government Pension Offset Provision." FOR MORE INFORMATION , please visit You may also call or for the deaf or hard of hearing, call the TTY number , or you may contact your local Social Security Office. Section 125 Tax Deferral: Program used for out-of-pocket health premiums, medical costs not covered under health plan, and day care/elder care. Sick Leave: Commencing at the time of appointment, sick leave benefits accrue at a bi-weekly rate and the employee is eligible to use those benefits reflected as their sick leave balance; accrual rate is 12 days/year with unlimited accrual. Tuition Reimbursement: The City will provide tuition reimbursement for college courses in accordance with Personnel Procedures Manual Chapter 43 "Tuition Reimbursement for College/University Courses." In addition, the City will provide community college students up to 100% tuition reimbursement and 100% reimbursement for required course books per semester. (Course syllabus and receipts identifying books purchased are required for books). Vacation: Commencing at the time of appointment, vacation leave benefits accrue at a bi-weekly rate based upon length of employment. Employees are eligible to use vacation leave following completion of six months employment and accrue 18 days each year, increasing to 28 days after 15 years (includes 8 days per year of management leave). For more benefit information, please review the Management, Supervisory & Confidential ("MS&C") Compensation Plan; go to the following link: 01 The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview.By completing this supplemental questionnaire you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration. "See Resume" is not an acceptable answer to the questions. Yes, I understand and agree No, I do not agree 02 Please acknowledge that you understand that a valid typing certificate obtained within the last 24 months verifying your typing speed is required to apply for this position and that you've attached or will forward this mandatory documentation to Human Resources, . Online typing certificates are not accepted. Failure to do so by the closing date could result in disqualification. Yes No 03 What is the highest level of college education do you possess? No degree Some college Associate Degree Bachelor's Degree Master's Degree 04 What best describes your level of customer service experience? No Experience Unskilled Level (Less than 1 year) Trainee Level (1 year to less than 2 years) Semi-Skilled Level - Some experience ( 2 years to less than 3 years) Skilled Level - Highly experienced (3 years to less than 4 years) Advanced Skilled Level - Extensive experience (4+ years) 05 What best describes your level of experience in preparing agendas, memos, or other written correspondence? No Experience Beginner Intermediate Advanced 06 Please describe your experience managing budgets, schedules, and workloads. Required Question
Created: 2024-10-22