Administrative Assistant

2 weeks ago

Irvine, United States Orange County Fire Authority Full time

**DESCRIPTION**:

- This classification is scheduled to receive the following Base Salary Adjustments:_
- 2.75% effective May 2, 2025_
- 2.54% effective May 1, 2026_

The Orange County Fire Authority (OCFA) is recruiting to establish an eligibility list for future full-time, part-time, limited term, and extra help vacancies for the position of Administrative Assistant that may be used for departments including Automotive, Business Services, Emergency Medical Services, Community Risk Reduction, Human Resources, Investigation Services, Property Management, Operations, Purchasing, and Service Center.

This eligibility list may also be used to fill current vacancies in the lower-level classification of Office Services Specialist with the OCFA. Please visit the following link to view the full Office Service Specialist Class Specifications.

**CLASS SUMMARY**:

- Incumbents are responsible for performing activities in support of an office requiring incumbents to have specialized knowledge in order to perform job duties.

**DISTINGUISHING CHARACTERISTICS**:

- The Administrative Assistant is distinguished from the Office Services Specialist by its responsibility for performing specialized activities in an assigned area. The Administrative Assistant is distinguished from the Executive Assistant, which is responsible for performing complex administrative support activities requiring knowledge of the Authority and its operations.

**ESSENTIAL FUNCTIONS**:
**_(These duties are intended to be representative sample of the duties performed by the class.)_**
- Provides office support to administrative staff including preparing, drafting, and proofing various reports, letters, and other correspondence; attending meetings and taking minutes; and, answering the telephone
- Provides technical customer service support to other departments, staff, and the general public
- Creates and maintains various confidential records, files, and databases requiring compilation of varied information
- Types, enters data, or word-processes a variety of technical documents; compiles data and prepares reports
- Receives, sorts, and distributes a variety of correspondence, records, and information to appropriate personnel and the general public
- Processes a variety of forms and paperwork, using established procedures
- Files documents alphabetically, numerically, or by other prescribed methods
- Monitors, procures, and maintains office supplies, business forms, and other material
- Performs other duties of a similar nature or level

**_
For section specific responsibilities, please use the following link:_** **Administrative Assistant

**MINIMUM QUALIFICATIONS**:

- An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

**EDUCATION AND EXPERIENCE **_(position requirements at entry)_**:

- High School Diploma, or General Equivalency Diploma (GED)

**EXPERIENCE **_(position requirements at entry)_**:

- Minimum of three (3) years of related office experience

**LICENSES AND CERTIFICATIONS **_(position requirements at entry)_**:

- None required

**_
Knowledge and Skills required for this position at entry can be found using the following link:_** **Administrative Assistant

**SUPPLEMENTAL INFORMATION**:
**TENTATIVE SCHEDULE OF EVENTS**:

- Computer Skills Assessment (Word & Excel): Week of July 15, 2024
- Oral Interview: Week of August 5, 2024
- Selection Interview: Week of August 12, 2024
- Expected Start Date: TBD
- Please note that the tentative schedule listed above may be modified to meet the needs of the Authority.
- **CHANGE OF SCHEDULING / SELECTION PROCESS**:

- **PHYSICAL REQUIREMENTS**:

- Positions in this class typically require reaching, finger dexterity, grasping, talking, hearing, seeing and repetitive motions.

**Light Work**: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

**WORKING CONDITIONS**:

- Incumbents work in a standard office environment.

**_NOTE: The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the needs of the department._**

**PRE-HIRE REQUIREMENTS**:

- Before an employee is hired, he/she must successfully complete pre-employment requirements including, but not limited to fingerprinting and background check, reference check, DMV check, licensure/certification check, Oath of allegiance to the United States of America and the State of California, and proof of eligibility to work in the United States in accordance with Immigration and Reform Control Act of 1986. All job offers are contingent upon the successful completion of a pre-employment medical exam

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