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Menlo Park Fire Protection District Logo

Administrative Assistant
Temporary Position
Menlo Park Fire Protection District, San Francisco/Peninsula

Emergency Preparedness

For more info contact:
Close Date: Feb 28, 2013
Salary: $23.84 Hourly

The Menlo Park Fire Protection District seeks temporary Administrative Assistant.  The assistant will work with District staff on various projects. The selected candidate must be available to work Monday through Thursday between 7:00am and 5:00pm, working between 12 to 16 hours per week depending on projects.


Under general supervision, the Administrative Assistant performs a variety of routine to complex office, administrative, clerical, and technical duties in support of various divisions within the District, including but not limited to: human resources, reception, fire prevention, grants and US&R, fire education, finance administration, payroll; creates and maintains records; and performs related work as assigned.




This is an advanced entry-level classification in the office administrative series with an emphasis on performing a wide variety of clerical and office support duties for an assigned department.  Assignments are generally limited in scope, contain fairly routine duties, and are performed within a procedural framework established by higher-level employees.  Specific duties vary depending upon the department to which the incumbent is assigned.  The Office Assistant is distinguished from the advanced level specialist and coordinator positions by the level of responsibility assumed and the complexity of duties assigned at the higher level.


Ideal Candidate:


EXAMPLES OF IMPORTANT RESPONSIBILITIES AND DUTIES – Important responsibilities and duties may include, but are not limited to, the following:
Each position in this classification may not include all the duties listed below, nor do the examples cover all duties that may be performed. Under immediate supervision:
  1. Greets employees, visitors, and the public, assisting with routine inquires and requests and providing basic customer service.
  2. Answers telephone calls, providing routine information, taking messages, and routing calls to the appropriate destination; makes announcements over the public address system.
  3. Sort and distribute incoming mail and faxes; processes outgoing mail.
  4. Maintains, updates, and retrieves files, forms, inventories, logs, and other documents; receives, sorts, and distributes mail.
  5. Enters data into and retrieves data from standard business software, databases, and online systems; posts a variety of information on forms, records, reports, and files.
  6. Assists in gathering information and preparing documents for other staff members; prints and photocopies documents; distributes and/or delivers documents to employees and the general public using standard office equipment and in person.
  7. Maintains or assists in maintaining the bulletin board and other announcements in the department.
  8. Prepares basic correspondence, spreadsheets, presentation slides, and other business documents using a personal computer;
  9. Assists higher-level staff with a variety of special projects;
  10. Coordinates the maintenance and repair of department buildings, equipment, and vehicles;
  11. Orders, maintains, and distributes a variety of supplies and equipment; prepares purchase orders; maintains and monitors invoices and purchase orders; maintains simple inventory records..
  12. Performs other related duties and responsibilities as assigned.
Job-related Qualifications
Knowledge of:
  • Modern office practices, procedures, and methods, including filing and the operation of standard office equipment.
  • Applicable computers and electronic data processing.
  • Recordkeeping, filing methods.
  • Report preparation.
  • Correct English usage, including spelling, grammar, punctuation, and vocabulary.
  • Customer service principles and practices.
  • Standard business arithmetic.
  • Office safety practices, procedures and standards.
Ability to:
  • Perform mathematical and statistical computations with speed and accuracy.
  • Communicate effectively in writing, orally, and with others to assimilate, understand, and convey information, in a manner consistent with job functions.
  • Establish and maintain cooperative relationships with employees, supervisors, and the public.
  • Learn and effectively apply local, state, and federal codes, laws, and regulations.
  • Represent the District effectively and professionally in contacts with representatives of other agencies and the public.
  • Take a proactive approach to customer service issues.
  • Make/recommend process improvement changes to streamline procedures.
  • Perform assignments and maintain equipment in a safe manner; understand and carry out safety policies, rules, and regulations; properly uses safety equipment.
  • Maintain confidentiality regarding sensitive information.
Skill in:
  • Basic keyboarding with speed and proficiency/
  • Operating a personal computer and appropriate worked-related applications, including word.
  • Skill in developing formats for reports and data presentation.
Experience and Training
Any combination of experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:
Experience: One year of increasingly responsible clerical experience.
Training: Equivalent to graduation from high school supplemented by college level courses in accounting, finance and business. Successful completion of one year of business or related college is desirable
Licenses and Certificates
All licenses and certifications must be maintained as a condition of employment.
  • Possession of, or ability to obtain, an appropriate, valid California Driver’s License, which must be maintained as a condition of employment.
Special Requirements
Physical Skills: Ability to sit for extended periods of time; lift and carry 25 pounds; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone; work at a computer terminal for extended periods of time; use repetitive arm, hand, finger, wrist, leg or foot motions.
Work Environment: Mobility to work in a typical office setting or field environment with exposure to dust or areas that are not well ventilated.
Ability to: Travel to different sites and locations; drive safely to different sites and locations.


The person fillng this position would not be eligible to continue receiving a CalPERS Pension.  This is a part-time temporary, non-benefited position.

This job is closed


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