Note: The following duties are intended only as illustrations of the various types of work that may be performed. The omission of a specific statement on duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Each individual in the classification does not necessarily perform all the duties listed. Employees may perform other related duties at an equivalent level as required.

• Administers the District's Fire Department staffing program; conducts analyses of current operations and projections of staffing program trends; develops program recommendations necessary for the staffing program to meet future needs;

• Schedules daily staffing assignments for all station personnel; prepares staffing schedules for each shift using the current Battalion assignments and computer database defaults;

• Performs callback of personnel according to documented personnel policies; maintains computer records for the callback system; conducts vacation and station bidding as needed

• Researches, plans, installs, configures, and tests new application systems and interfaces; maintains and upgrades existing application systems and interfaces; applies software updates to applications and schedules periodic maintenance outages; configures, maintains, and supports custom programming within applications;

• Monitors automated system processes; manages logs and files for evidence of problems or application failures; ensures business resumes after application failures;

• Provides administrative support to managers and department personnel by assisting with duties related to fire administration; acts as a liaison between management and other staff or the public, coordinating resolutions when appropriate;

• Assists or administers department projects and/or programs as assigned by management staff; provides assistance to department staff in various research and department-related projects;

• Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned areas; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials;

• Develops and implements file, index, tracking, and record-keeping systems; researches records within areas of assigned responsibility to prepare reports and provides follow-up information to inquiries from internal and external customers;

• Supports application-level security; develops and administers security definitions and profiles; maintains and protects access to confidential and sensitive information;

• Provides assistance to designated divisions with the processing of invoices and creation of purchase orders;

• Performs a variety of routine administrative and technical account support duties related to department-specific account duties, such as coding and submission of financial records according to established policies and procedures;

• Trains entry-level users and other department personnel in operating systems, software language, applications, programs, utilities, and hardware operation;

• Provides guidance and solution coordination on day-to-day staffing challenges between Operations, Payroll, and Human Resources;

• Acts as administrative liaison to Operations, Payroll, and Human Resources; discusses staffing and program challenges with supervisory and management levels;

• May respond to after-hours calls;

• Performs related duties as required.

Any equivalent combination of training and experience which provides the required skills, knowledge, and abilities may be considered qualifying at the sole discretion of the District. The education or experience requirement may be modified or waived at the sole discretion of the General Manager. At least one of the education or experience requirements must be met; however, both requirements cannot be modified or waived. A typical way to obtain the knowledge and skills would be:

Education and Training:

• Possession of an Associate’s degree from an accredited college or university in public or business administration, accounting, or a closely related field.

Experience:

• Two (2) years of professional experience directly related to administrative and program support and/or other related work; experience with the business/administrative operations of a municipality is desirable.

Special Requirements:

• Must possess and maintain a valid California class "C" driver's license with a satisfactory

driving record as determined by the District.

Knowledge of:

• Organization and function of public agencies, including the role of an elected governing board.

• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to the assigned area of responsibility.

• Modern office administrative and secretarial practices and procedures, including the use of standard office equipment.

• Business letter writing and the standard format for reports and correspondence.

• Principles and practices of data collection and report preparation.

• Computer applications related to the work, including word processing, web design, database, and spreadsheet applications.

• Business mathematics and basic statistical techniques.

• Record keeping principles and procedures.

• English usage, grammar, spelling, vocabulary, and punctuation.

• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.

Ability to:

• Perform varied and responsible administrative and secretarial support work with accuracy, speed, tact, and discretion under general supervision.

• Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities.

• Interpret, apply, and explain administrative and departmental policies and procedures.

• Respond to and effectively prioritize multiple phone calls and other requests for service.

• Compose correspondence and reports independently or from brief instructions.

• Make accurate mathematical, financial, and statistical computations.

• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.

• Establish and maintain a variety of filing, record-keeping, and tracking systems.

• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.

• Operate modern office equipment including computer equipment and specialized software application programs.

• Use English effectively to communicate in person, over the telephone, and in writing.

• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.

• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.