Menlo Park Fire Protection District (CA)
Administrative Specialist II
Menlo Park Fire Protection District (CA), Menlo Park, California, United States, 94029
The Administrative Specialist II will provide administrative support to the Fire Chief, Deputy Chief, Division Chief, and Administrative Services Director. This position falls under representation of AFSCME.
Tentative Timeline:
Application period: October 31 - November 17, 2024In-person Oral Boards: December 4, 2024Department Interview: December 16, 2024Conditional Job Offer: December 19, 2024Start Date: January 2024PurposeUnder general supervision from assigned supervisory and managerial staff, provides a variety of administrative and paraprofessional activities to an assigned division, which may include word processing, data entry and organization, telephone and counter reception, processing of invoices, record keeping, statistical and technical report preparation; provides information and assistance to the general public; and performs related work as required.
About the RoleThis is an intermediate-level classification in the office administrative series. This classification is distinguished from the Administrative Analyst in that the latter performs professional work that includes technical and programmatic aspects requiring the interpretation and application of policies, procedures, and regulations by performing duties that are administrative and paraprofessional.Key Duties
Serves as front desk receptionist for the District or a division, answers phones, and directs calls and visitors; greets employees, visitors, and the public, assists with routine inquiries and requests, and provides a high level of customer service.Receives, sorts, and distributes incoming mail and faxes; processes outgoing mail.Maintains, updates, and retrieves files, forms, inventories, logs, and other documents.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 prepares documents for other staff members; prints and copies documents; distributes and delivers documents to employees and the general public.Maintains or assists in maintaining the bulletin board and other announcements in the division.Prepares correspondence, spreadsheets, presentation slides, and other business documents using a personal computer.Assists employees, colleagues, and the public explaining policies and procedures, answering inquiries, and providing general customer service.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, purchase orders, and simple inventory records.Assists with a variety of special projects.Assists in providing back-up support to other staff as necessary.Calculates fees, collects funds, issues receipts, and processes payments related to assigned area of responsibility; receives and reconciles cash, check, and credit card transactions.Gathers and assembles a variety of numerical and statistical data and prepares routine reports; maintains a variety of records and files; assists in gathering information and preparing documents for other staff members; prints and copies documents; distributes and/or delivers documents to employees and the general public.Represents the District with other public agencies, and the general public by participating in committees and meetings, addressing issues, and preparing and presenting oral and written reports.Performs other related duties and responsibilities as assigned.Experience and TrainingAny combination of experience and training that provides the required knowledge, skills, and abilities is qualifying. A typical way to obtain the knowledge, skills, and abilities would be:
Experience: Two (2) years of increasingly responsible administrative experience.
Training: Equivalent to graduation from high school supplemented by college level courses in accounting, finance, and business. Additional specialized training in public administration, business administration, finance, or a related field is desirable.
Minimum QualificationsKnowledge of:
Operations, services, and activities of specific program area.Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.Principles and procedures of recordkeeping and filing.Principles of report preparation.Proper use of spelling, grammar, punctuation, and vocabulary.Customer service principles and practices.Basic mathematical principles.Office safety practices, procedures, and standards.
Ability to:
Perform a variety of administrative, para-professional, and technical duties and tasks.Perform mathematical and statistical computations with speed and accuracy.Type and enter data at a speed necessary for successful job performance.Communicate effectively in writing, orally, and with others to assimilate, understand, and convey information, in a manner consistent with job functions.Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.Learn and effectively apply local, state, and federal codes, laws, and regulations.Plan, coordinate and organize work to meet deadlines.Compose routine correspondence demonstrating proficient skills in spelling, vocabulary, grammar, and punctuation.Acquire a working knowledge of applicable District policies.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 use safety equipment.Maintain confidentiality regarding sensitive information.Establish and maintain effective working relationships with those contacted in the course of work.
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Tentative Timeline:
Application period: October 31 - November 17, 2024In-person Oral Boards: December 4, 2024Department Interview: December 16, 2024Conditional Job Offer: December 19, 2024Start Date: January 2024PurposeUnder general supervision from assigned supervisory and managerial staff, provides a variety of administrative and paraprofessional activities to an assigned division, which may include word processing, data entry and organization, telephone and counter reception, processing of invoices, record keeping, statistical and technical report preparation; provides information and assistance to the general public; and performs related work as required.
About the RoleThis is an intermediate-level classification in the office administrative series. This classification is distinguished from the Administrative Analyst in that the latter performs professional work that includes technical and programmatic aspects requiring the interpretation and application of policies, procedures, and regulations by performing duties that are administrative and paraprofessional.Key Duties
Serves as front desk receptionist for the District or a division, answers phones, and directs calls and visitors; greets employees, visitors, and the public, assists with routine inquiries and requests, and provides a high level of customer service.Receives, sorts, and distributes incoming mail and faxes; processes outgoing mail.Maintains, updates, and retrieves files, forms, inventories, logs, and other documents.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 prepares documents for other staff members; prints and copies documents; distributes and delivers documents to employees and the general public.Maintains or assists in maintaining the bulletin board and other announcements in the division.Prepares correspondence, spreadsheets, presentation slides, and other business documents using a personal computer.Assists employees, colleagues, and the public explaining policies and procedures, answering inquiries, and providing general customer service.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, purchase orders, and simple inventory records.Assists with a variety of special projects.Assists in providing back-up support to other staff as necessary.Calculates fees, collects funds, issues receipts, and processes payments related to assigned area of responsibility; receives and reconciles cash, check, and credit card transactions.Gathers and assembles a variety of numerical and statistical data and prepares routine reports; maintains a variety of records and files; assists in gathering information and preparing documents for other staff members; prints and copies documents; distributes and/or delivers documents to employees and the general public.Represents the District with other public agencies, and the general public by participating in committees and meetings, addressing issues, and preparing and presenting oral and written reports.Performs other related duties and responsibilities as assigned.Experience and TrainingAny combination of experience and training that provides the required knowledge, skills, and abilities is qualifying. A typical way to obtain the knowledge, skills, and abilities would be:
Experience: Two (2) years of increasingly responsible administrative experience.
Training: Equivalent to graduation from high school supplemented by college level courses in accounting, finance, and business. Additional specialized training in public administration, business administration, finance, or a related field is desirable.
Minimum QualificationsKnowledge of:
Operations, services, and activities of specific program area.Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.Principles and procedures of recordkeeping and filing.Principles of report preparation.Proper use of spelling, grammar, punctuation, and vocabulary.Customer service principles and practices.Basic mathematical principles.Office safety practices, procedures, and standards.
Ability to:
Perform a variety of administrative, para-professional, and technical duties and tasks.Perform mathematical and statistical computations with speed and accuracy.Type and enter data at a speed necessary for successful job performance.Communicate effectively in writing, orally, and with others to assimilate, understand, and convey information, in a manner consistent with job functions.Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.Learn and effectively apply local, state, and federal codes, laws, and regulations.Plan, coordinate and organize work to meet deadlines.Compose routine correspondence demonstrating proficient skills in spelling, vocabulary, grammar, and punctuation.Acquire a working knowledge of applicable District policies.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 use safety equipment.Maintain confidentiality regarding sensitive information.Establish and maintain effective working relationships with those contacted in the course of work.
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