CITY OF SAN MARINO 2200 Huntington Drive, San Marino, CA (626) ADMINISTRATIVE ASSISTANT (Fire Department) EMPLOYMENT OPPORTUNITY

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CITY OF SAN MARINO 2200 Huntington Drive, San Marino, CA 91108 (626) 300-0700 EMPLOYMENT OPPORTUNITY ADMINISTRATIVE ASSISTANT (Fire Department) SALARY: The salary range is $4,361 - $5,330 per month.

1 CITY OF SAN MARINO 2200 Huntington Drive, San Marino, CA (626) EMPLOYMENT OPPORTUNITY ADMINISTRATIVE ASSISTANT (Fire Department) SALARY: The salary range is $4,361 - $5,330 per month. Employee pay 7% employee's share of PERS retirement system. The City offers a comprehensive benefits package. BACKGROUND: The City of San Marino is seeking qualified candidates to serve as the Administrative Assistant for the Fire Chief, San Marino Fire Department. Candidates must embody the core values espoused by the San Marino Fire Department of Integrity, Quality and Courtesy in Service. The San Marino Fire Department is a full-service Fire Department providing Fire Suppression, Fire Prevention, and Paramedic Services. The Department has 21 sworn personnel, and shares one Division Chief services with the City of South Pasadena Fire Department through a cooperative services agreement. The selected candidate will provide Administrative Assistant services, duties, and responsibilities to the Fire Chief, San Marino Fire Department, and his designee. Candidates must exemplify the core values of the Fire Department. THE POSITION: Under direct supervision of the Department Head, the Administrative Assistant performs a wide variety of responsible technical and clerical duties relating to administration and personnel functions for the department assigned. Perform a wide variety of responsible clerical, technical, and administrative duties in support of the Department Head. Provide customer service, both in-person and by telephone; screen and direct telephone calls; take and relay messages; answer general questions from employees and the public. Provide general clerical and administrative support to the Department Head; compose and type letters, memoranda, and other correspondence for signature by the Department Head related to assigned duties and activities. Process and maintain the department s files, including the department s personnel records to ensure timely performance evaluations and appropriate actions. Assist in the preparation of required federal and state notices and monitor time requirements regarding these entitlements.

2 Receive, coordinate, and maintain film permits; review invoices for accuracy and proper coding. Perform a variety of general office support duties; research and compile data for special projects and reports; make copies; maintain calendar of activities, meetings, and various events for assigned staff; process mail including receiving, sorting, time-stamping, logging and distributing incoming and outgoing correspondence and packages. Keep the Department Head informed of all progress relating to activities and projects related to the department assigned. Operate a variety of office equipment including a computer, typewriter, copier, and facsimile machine; utilize various computer applications and software packages. Perform related duties as assigned. QUALIFICATIONS: Knowledge of Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, databases, use of internet and Microsoft Outlook. Basic functions and structure of a municipal organization; methods and techniques of proper phone etiquette; business letter writing and the standard format for typed materials; basic mathematical principles. Methods and techniques for record keeping and filing; basic report preparation and writing; proper English usage, spelling, grammar and punctuation; customer service and public relations methods and techniques. Skills/Abilities Provide support services; perform a variety of office support and clerical duties and activities of a general and specialized nature in support of the Department Head and Administration. Exercise good judgment and uphold confidentiality in maintaining critical and sensitive information, records, and reports; understand, interpret, and apply general administrative and departmental policies and procedures. Read, understand, and review documents, policies and procedures for accuracy and relevant information; answer questions and provides information to City employees, outside agencies, and the public; update manuals as required with current information. Use applicable office terminology, forms, documents, and procedures in the course of the work; use sound judgment in following and applying appropriate laws, regulations, policies, and procedures.

3 Compose correspondence and compile and arrange data in a readable and comprehensible manner; proofread and edit draft reports or correspondence for errors in grammar or structure; make accurate arithmetic calculations; type and enter data at a speed necessary for successful job performance. Maintain ongoing communication with the Department Head regarding issues, department requests; status of projects and completion of tasks; take direction from the Department Head and follow projects through to completion in a timely manner. Set priorities, organize work-flow and maintain organization of work and records; multi-task and be responsive to time-sensitive matters. Establish and maintain complex record keeping systems; coordinate activities and meet critical deadlines; understand and follow instructions; communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with the public and those contacted in the course of the work. EDUCATION AND EXPERIENCE: Any combination equivalent to the education and experience likely to provide the required knowledge and abilities would be qualifying. A typical way to gain such knowledge and abilities would be: Education Two years of college level course work in administration, business, or closely related field. Significant related experience may substitute for education. Experience Two years of increasingly responsible technical or administrative experience in personnel administration activities. Licenses/Certificates Possession of a valid California Class C driver s license. SELECTION PROCESS: Applicants must submit a completed original City of San Marino Employment Application form prior to final filing date. Applications with the most relevant qualifications will be invited to an interview. A background check as well as a pre-employment physical and fingerprint test will be taken. TO APPLY: A City of San Marino application and supplemental questionnaire form are required for consideration. Application forms may downloaded from the City s website at

4 sanmarino.civicplus.com/jobs.aspx. Applicant may mail or turn in to City of San Marino, 2200 Huntington Drive, San Marino, CA 91108, Monday Thursday: 7:00 a.m. to 5:00 p.m., Friday: 7:00 a.m. to 12:00 p.m. You may call (626) for additional information. Faxed applications are not accepted. All application materials become property of the City of San Marino and will not be returned. Resumes accepted, but not in lieu of an application. Do not staple paperwork. DEADLINE: All applications will be received by Thursday, January 11, 2018 by 5:00 p.m. or earlier. The City of San Marino assumes no responsibility for failure to deliver by public or private carrier. All application materials are to be returned to: BENEFITS: CITY OF SAN MARINO 2200 HUNTINGTON DRIVE SAN MARINO, CA ATTN: PERSONNEL HEALTH INSURANCE: The City is a member of the Public Employee's Retirement System Health Plan. Employees are credited with up to $1,200 ($175 of the City s contribution per annuitant and active employee and $1,025 for floating fringe benefit pool) each month for payment of required medical insurance and long-term disability and for optional dental, life, vision insurance and dependent coverage. RETIREMENT: The City belongs to the California Public Employees' Retirement System. San Marino does not participate in the Social Security Program. California Public Employees Retirement System (CalPERS) is 2% at 60 for classic CalPERS members; 2% at 62 for new CalPERS members. VACATION: Employees are eligible for 88.8 hours of vacation leave annually after one year of service, increasing up to 180 hours annually after 26 years of service. Cash-out option when maximum accrual of two times the annual eligible vacation leave is reached. SICK TIME: 240 hours maximum accrual per year. Hours accrued above the maximum shall be placed in a bank of hours only to be used in the event of a catastrophic illness. Cash-out option up to 80 hours per year prorated at 50%. HOLIDAYS: The City has 11 paid holidays per calendar year. MISCELLANEOUS: Employees may belong to the Los Angeles County F & A Credit Union. All new employees are subject to a six (6) month probationary period. Smoking is prohibited on city property at all times. Nothing contained in this job announcement shall be construed to imply a contractual arrangement. Any provision contained in this job announcement may be modified or revoked without notice. In order for appropriate arrangements to be made as provided by the Americans with Disabilities Act (ADA), your request for accommodation must be received at the time your application is submitted.

5 SAN MARINO IS AN EQUAL OPPORTUNITY EMPLOYER AND PROVIDES A TOBACCO FREE ENVIRONMENT THE CITY OF SAN MARINO San Marino is a single family residential community located approximately 10 miles from Los Angeles in the San Gabriel Valley. San Marino is approximately 4 square miles in size and has a population of 13,000. San Marino operates under a Council-Manager form of government. It is a full service City having its own Police, Fire, Paramedic, Library, Park, Recreation, Public Works, and Administration Services. The community prides itself on maintaining a high quality residential community. The Huntington Library, Art Gallery and Botanical Gardens are located within the City.

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