The Menlo Park Fire Protection District seeks an Administrative Assistant to support the training division. 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.
Interviews for this position will be held in the beginning of October.
Under general supervision, the Administrative Assistant performs a variety of routine to complex office, administrative, clerical, and technical duties in support of the training division 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 Administrative 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.
The Ideal Candidate will have experience working in a fast-paced training department. Experience with emergency service or fire culture is preferred. Ability to review training content related to emergency service which may include descriptions or depictions of loss of life or property is also preferred. Our Training Department moves at a very fast pace and the ideal candidate must be able to juggle multiple projects at once. This position will include a lot of work within Microsoft applications including Excel, Outlook, and Word, as well as other internal tracking applications. The ideal candidate must have excellent skills in communication. As this candidate will be coordinating trainings both within our department and in conjunction with other departments, the ideal candidate should have strong organization skills and experience in planning events.
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:
- Greets employees, visitors, and the public, assisting with routine inquires and requests and providing basic customer service.
- Answers telephone calls, providing routine information, taking messages, and routing calls to the appropriate destination; makes announcements over the public address system.
- Sort and distribute incoming mail and faxes; processes outgoing mail.
- Maintains, updates, and retrieves files, forms, inventories, logs, and other documents; receives, sorts, and distributes mail.
- 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.
- 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.
- Maintains or assists in maintaining the bulletin board and other announcements in the department.
- Prepares basic correspondence, spreadsheets, presentation slides, and other business documents using a personal computer;
- Assists higher-level staff with a variety of special projects;
- Coordinates the maintenance and repair of department buildings, equipment, and vehicles;
- Orders, maintains, and distributes a variety of supplies and equipment; prepares purchase orders; maintains and monitors invoices and purchase orders; maintains simple inventory records..
- Performs other related duties and responsibilities as assigned.
- 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.
- 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.
- 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.
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.
Salary and Benefit Information
The District's non-sworn employees have a 4/10 work schedule. Overtime is paid on time worked over 10 hours in one day or over 40 hours in one week.
CalPERS Retirement for Classic Members hired before January 1, 2013 - 2.7% @ 55; 1 Year Final Compensation; Survivor Benefit Indexed; Employee Contribution Rate 8%.
CalPERS Retirement for New Members hired after January 1, 2013 - 2% @ 62, 3 Year Final Compensation; Survivor Benefit Indexed; Employee Contribution Rate 6.25%.
The District does not participate in Social Security.
Section 125 Café Plan Allocation (District Paid Health Allowance) - Employees receive up to $1811.31 per month used to purchase medical insurance; 100% of remaining cash balance after purchase of health insurance remains with employee.
Medical Plans HMO or PPO plans provided through CalPERS and include:
• Anthem Blue Cross HMO Select
• Anthem Blue Cross HMO Traditional
• Blue Shield Access +
• Blue Shield NetValue
• PERS Choice
• PERS Care
• PERS Select
• United Health Care
Premiums vary depending on plan and coverage levels.
Dental Plan (District Paid) (Self-Insured Reimbursement Plan)
District contribution amount is pro-rated based on employee’s FTE. The District contributes $122 per month, per employee, to the fund.
Employees can receive up to a guaranteed amount of $1,464 under the plan provided they have at least one cleaning during the plan year. If funds permit in the plan, employees can be eligible to receive up to $5,000 during the plan year.
Orthodontics are covered for employee and eligible dependents at up to 50% a year with an annual maximum of $2,500.
Post-Employment Health Plan (PEHP) (District Paid)
The District contributed $125 per payroll ($250 per month) to the employee’s PEHP Account.
Employees living within a 30 mile radius of the District get a $250 stipend per month.
Employees opting to wear a District uniform shirt will get $25 per month.
Career Development Pay
Employees with an applicable Associate degree are eligible for 2.5% and employees with an applicable bachelor's degree are eligible for a 5% increase.
12 Paid Holidays plus 2 floating holidays:
• New Year’s Day
• Martin Luther King Jr. Day
• President’s Day
• Memorial Day
• Independence Day
• Labor Day
• Columbus Day
• Veterans Day
• Day Before Thanksgiving
• Thanksgiving Day
• Christmas Day
• Day After Christmas
Life Insurance (District Paid) - Group Life/ADD - $100,000
Employee Assistance Plan (District Paid)
Employees and eligible dependents are covered by an EAP (external) for confidential/crisis help and intervention. Administered through Sutter Health & Mills-Peninsula Health Services
- Deferred Compensation Plans (Employee Paid) – The District offers the following providers for 457 Deferred Compensation:
- Direct Deposit – The District offers the option of Direct Deposit to all employees
- Dependent Care Flex Spending – The District offers employees the option of contributing on a pre-tax bases to a Dependent Care Flex Spending account.
- Health Flex Spending – The District offers employees the option of contributing on a pre-tax basis to a health care flex spending account.
- Commuter Benefits – The District offers employees the option of participating in Commuter Benefits for parking and mass transit on a pre-tax basis.
- Annual Leave Accruals – The District does not offer a separate sick leave bank, all hours are placed into an annual leave accrual (PTO) bank.
- Annual Leave accruals are pro-rated based on the employee’s FTE. New employees earn 204 hours annually during the first four years and maxes at 324 hours per year.
Please include a detailed resume in addition to a completed application to qualify for consideration as an administrative assistant.