SAN RAMON VALLEY FIRE PROTECTION DISTRICT July 2003

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Education: Possession of a high school diploma, G.E.D. equivalency, supplemented by word processing and business courses
SAN RAMON VALLEY FIRE PROTECTION DISTRICT

July 2003

OFFICE ASSISTANT

DEFINITION Under the direction of the Human Resource Technician, this experienced classification performs varied clerical and secretarial work involved in the management of the front office reception, and other duties as required. Provides varied administrative functions and support to the Human Resources Technician, as assigned. The Office Assistant position is the entry-level position into the office administrative series. No lead or regular supervisory responsibilities are required. Specific job duties will vary with the desk responsibilities as assigned.

ESSENTIAL FUNCTIONS To perform the duties of this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodation will be made to enable individuals with disabilities to perform the essential job functions. Skill In: Acting as receptionist, answering the telephone for District or organizational unit assigned; determine the nature of the visit or the call; direct callers and visitors to the proper office or take messages as required. Performing varied and detailed office work in an independent manner. Type at a corrected rate of 50 wpm, use of 10-key. Using word processing, spreadsheet and other office administrative software with sufficient speed and accuracy to perform work within established timelines. Making accurate arithmetic and statistical calculations. Proofreading materials for accuracy, completeness, format, and English usage, including grammar, punctuation, and spelling. Using English effectively to communicate in person, over the telephone, and in writing. Maintaining accurate and complete office files. Organizing work, setting priorities, meeting critical deadlines, and following-up on assignments with direction from supervisor. Establishing and maintaining effective and positive working relationships with those contacted in the course of the work. Using patience, courtesy, and tact in dealing with the public and coworkers. Follow established policies and procedures in the performance of your duties. Preparing accurate and effective reports, correspondence, informational packets, contracts and other written materials. Examples of Duties: Acts as the Fire District receptionist; receives and screens visitors, distributes and collects visitor I.D. badges. Answers telephone calls, directs the caller to the proper office or person,

and/or provides information regarding general fire district information including: weed abatement, CPR, fees, inspection procedures and the plan review process, which may require the application and explanation of rules, policies, and procedures. Receives, stamps and distributes mail. Sends, receives and distributes UPS and Federal Express packages and mail; maintains supply of postage stamps and postage in mail machine. Changes videotape in security monitor recorder on a weekly basis. Backup computer daily. Processes and scans documents for both Fire Prevention and Administration. Receives, logs-in and distributes plans, notifies applicants for plan pick-up and disperses plans. Process weed abatement correspondence and updates program database. Produces District newsletter. Assists Human Resources Technician with varied clerical and secretarial support, and office duties. Collects fees and distributes receipts for fire prevention services; files monies and updates Sunpro records. Collates payroll checks and accounts payable checks. May collect and account for fees and other monies collected. Distributes paychecks on the 10th and 25th day of each month. Assists the Executive Assistant with preparation of Board of Directors agenda packets. Assists the Executive Assistant with annual retiree’s notification of benefit statement. Updates main phone extension list and employee roster list. Physical Characteristics: Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. While performing the duties of this job, the employee is regularly required to walk, sit, and stand. The employee is frequently required to use hands to finger, handle, or fell objects, or controls and reach with hands and arms. The employee is occasionally required to bend, stretch, stoop, or kneel. The employee must occasionally lift and/or move up to 20 pounds. While performing the duties of the job, the employee normally works in a typical office environment. The noise level in the work environment is usually moderate. The temperature and climate in the work environment is controlled. Other Qualifications: Must be available to report for work on a regular and consistent basis and maintain an acceptable attendance record in accordance with District policy. The employee may occasionally be required to work overtime and attend meetings, seminars, or conferences during or after normal work hours. Must wear the approved uniform and comply with office grooming standards according

MINIMUM QUALIFICATIONS Knowledge of: Standard office practices and procedures, including filing and the use of standard office equipment. Computer applications related to the work, including word processing, basic spreadsheet and other office administrative applications. Proper English including spelling, grammar, punctuation, and vocabulary. Basic arithmetic and mathematics.

Techniques for dealing effectively with the public and District staff, in person and over the telephone. Experience: Two years of responsible office administrative or secretarial experience. Completion of related technical or college coursework may be substituted for the experience on a year-for-year basis to a maximum of one year. Experience in working in a public agency setting is desirable. Education: Possession of a high school diploma, G.E.D. equivalency, supplemented by word processing and business courses. License: Possession of a valid California Driver’s License. Certification: Candidates must provide certification of proficiency in word processing and computer software.