ARTICLE 16
JOB DESCRIPTIONS

DIAMOND SPRINGS - EL DORADO FIRE PROTECTION DISTRICT
POSITION DESCRIPTION

16.8 Administrative Assistant

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(Level I and II) 

Administrative Assistant I:

 This is the journey level class in the Administrative Staff series and is distinguished from Administrative Support position by the ability to perform the full range of duties assigned with only general supervision.  The Administrative Assistant I reports to the Administrative Assistant II. Positions in the class are flexibly staffed and are normally filled by advancement from the Administrative Support position after completing Level One of the California Fire Chiefs’ Association Administrative Fire Services Section Career Development Guide.  Incumbents in this class often have contact with the general public, answering a variety of procedural questions or giving out information from established records.  Work is normally reviewed only on completion and for overall results.

 Administrative Assistant II:

 This is the highest level of the Administrative Staff series.  The Administrative Assistant II reports to the Fire Chief. Employees in this class normally work within a framework of established procedures and are expected to perform a variety of duties with only occasional instruction or assistance.  Incumbents are expected to work independently and may be responsible for giving lead direction to other clerical, part-time or temporary employees.  Advancement to the Administrative Assistant II level is based upon individual knowledge, skill and ability; as well as completing Level Two of the California Fire Chiefs’ Association Administrative Fire Services Section Career Development Guide.   

RESPONSIBILITIES

 The Administrative Assistant performs a variety of clerical, secretarial and administrative work in keeping official records and providing administrative support to the Fire Chief.  He/she is responsible for keeping accurate District records including payroll, uniform, and employee and run report records.  The Administrative Assistant organizes and files records, answers routine correspondence, and maintains eligibility lists for health insurance, dental insurance, C.S.F.A, Volunteer Incentive Program and Workers’ Compensation.  He/she screens office and telephone calls, answering or referring questions to appropriate personnel.   

EXAMPLES OF DUTIES 

Ø         Answer and direct phone calls
Ø         Assist the public with routine questions
Ø         Fill scheduled absences
Ø         Receive and distribute incoming mail; process outgoing mail
Ø         Prepare reports, forms, pay sheets, letters
Ø         Update personnel files and uniform allowance balances
Ø         Order office supplies
Ø         Maintain accurate and up-to-date district records
Ø         Meet with and provide required records for the district’s auditor on an annual basis
Ø                  Prepare board resolutions and district ordinances
Ø                  Processing pay roll and District/JPA bills

 DESIRABLE QUALIFICATIONS

 Knowledge or possession of:

Ø         Advanced office skills
Ø         District’s operating policies and procedures
Ø         Budgeting, district payroll and general accounting and auditing procedures
Ø         District’s communication and dispatch procedures
Ø         Fire and medical terminology
Ø         State and local agencies that pertain to fire and emergency services
Ø         District boundaries and sphere of influence
Ø                  Computer systems
Ø                  Fire services and employment related laws
Ø                  Bachelor’s degree in business administration

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