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Administrative Specialist II
Menlo Park Fire Protection District - Menlo Park, CA
posted 2 months ago
About the position
The Administrative Specialist II position is an intermediate-level role within the office administrative series, providing a variety of administrative and paraprofessional activities to an assigned division. The role involves tasks such as data entry, customer service, record keeping, and preparation of reports, all under the supervision of managerial staff. This position is crucial for ensuring smooth operations within the department and requires a high level of customer service and organizational skills.
Responsibilities
- Serve as front desk receptionist, answering phones and directing calls and visitors.
- Receive, sort, and distribute incoming mail and faxes; process outgoing mail.
- Maintain, update, and retrieve files, forms, inventories, logs, and other documents.
- Enter and retrieve data from standard business software, databases, and online systems.
- Assist in gathering information and prepare documents for other staff members.
- Maintain bulletin boards and other announcements in the division.
- Prepare correspondence, spreadsheets, presentation slides, and other business documents.
- Assist employees and the public by explaining policies and procedures and providing customer service.
- Coordinate maintenance and repair of department buildings, equipment, and vehicles.
- Order, maintain, and distribute supplies and equipment; prepare purchase orders.
- Assist with special projects and provide back-up support to other staff as necessary.
- Calculate fees, collect funds, issue receipts, and process payments.
- Gather and assemble numerical and statistical data and prepare routine reports.
- Represent the District with other public agencies and the general public by participating in committees and meetings.
Requirements
- Two years of increasingly responsible administrative experience.
- Graduation from high school supplemented by college-level courses in accounting, finance, and business.
- Specialized training in public administration, business administration, finance, or a related field is desirable.
Nice-to-haves
- Experience with public administration or related fields.
- Additional specialized training in office management or customer service.
Benefits
- Health insurance
- Retirement plan
- Paid holidays
- Professional development opportunities
