Fire Administrative Aide

$63,398 - $76,274/Yr

City Of Lompoc - Lompoc, CA

Full-time - Entry Level

Lompoc, CA

Administration of Economic Programs

About the position

The Fire Administrative Aide position is an entry-level role within the City of Lompoc's Fire Department, responsible for performing a variety of complex administrative and secretarial tasks. This role supports the department's goals by managing confidential matters, coordinating office functions, and providing assistance to the public regarding departmental policies. The position requires excellent office skills and the ability to handle sensitive information, making it crucial for the effective operation of the Fire Department.

Responsibilities

• Perform complex administrative secretarial duties in support of the department director.
• Recommend improvements in workflow, procedures, and use of equipment and forms.
• Serve as secretary for labor negotiation discussions.
• Prepare and maintain a variety of labor relations and other confidential materials.
• Handle highly confidential and sensitive information.
• Assist in conducting surveys and studies related to department functions and services.
• Gather, organize, and analyze information to assist in the development and recommendation of solutions.
• Prepare written reports recommending revisions or solutions to department practices, procedures, or problems.
• Assist in the preparation of the department's budget by obtaining and compiling data.
• Provide direct or technical supervision over a professional support unit.
• Process responsible administrative details.
• Initiate and maintain contact with individuals, groups, and agencies.
• Receive and investigate complaints.
• Collect, compile, and analyze information pertaining to the functions of the department.
• Represent and act for the supervisor in accordance with broad guidelines and good judgment.
• Participate in preparing comprehensive reports, agendas, and minutes of meetings.
• Compile annual budget requests/documents.
• Make statistical computations and analyze results.
• Maintain records concerning purchases, budget accounts, and inventory.
• Coordinate payroll procedures, monitoring payroll sheets for accuracy.
• Coordinate performance evaluation schedule with managers and supervisors and type performance evaluations and personnel action forms.
• Make itineraries/travel arrangements.
• Prepare a wide variety of reports, letters, memoranda, and statistical charts from rough draft or verbal instruction.
• Take and transcribe dictation as required.
• Compose correspondence related to assigned responsibilities.
• Proofread materials for clerical accuracy, spelling, syntax, grammar, and clarity.
• Assist in the development of department presentations using PowerPoint and other media forms.
• Maintain records and develop reports concerning new or ongoing programs and program effectiveness.
• Maintain records for attendance, facilities usage, service levels, permits, and related records.
• Prepare statistical reports as required.
• Maintain a calendar of activities and various events for the assigned department.
• Coordinate activities with other City divisions or departments, the public, and outside agencies.
• Maintain and coordinate daily calendars and schedules; gather information regarding upcoming meetings or events.
• Coordinate all details for upcoming events with individuals/organizations.
• Make facility and refreshment arrangements.
• Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems, and precedents relating to assigned responsibilities.
• Serve as secretary to various committees and commissions, preparing the agenda packet and taking minutes of the meetings.
• Assist committee members and commissioners with questions and requests.
• Maintain personnel files of departmental staff.
• Provide information and forms to the public as needed.
• Apply departmental policies and procedures in determining completeness of applications, forms, records, and reports.
• Assist in a variety of department operations.
• Perform special projects and assignments as requested; contact the public and outside agencies in acquiring and providing information and making referrals.
• Receive, open, date stamp, and screen incoming and outgoing mail/correspondence using broad discretion and knowledge of business operations and arrange in priority order.
• Assemble background information and prepare responses where appropriate and distribute appropriately.

Requirements

• Typing Certification Required with a minimum of 50 net words per minute.
• Excellent office, supervisory, and interpersonal skills.
• Ability to handle confidential and sensitive information.
• Experience in administrative analysis and secretarial work.

Nice-to-haves

• Experience with Microsoft PowerPoint and other media forms.
• Knowledge of labor relations and negotiation processes.

Benefits

• Competitive hourly wage ranging from $30.48 to $36.67.
• Full-time employment with potential for career advancement.