Part Time Office Assistant

The City of Alameda's Fire Department is excited to announce the opening of a part time administrative support opportunity for a part time Office Assistant. The Office Assistant will provide vital clerical and operational support to maintain efficiency and resiliency within Fire Administration.Part time positions in the City of Alameda have limited benefits.  

Benefits include:
Enrollment in Public Alternative Retirement Service.

Paid Sick Leave: Part time employees accrue 1 hour of paid sick leave for every 30 hours worked.

Optional enrollment in Deferred Compensation, aka, 457.

Optional enrollment in Transportation Saving Account.

Data Entry: Maintaining accurate records for operations, personnel, and inventory.

Mail and Correspondence Handling: Managing incoming and outgoing mail, emails, letters, and phone calls, and fielding questions from the public and staff related to Fire Prevention, EMS, and general administration.

Customer Service: Assisting residents visiting Fire Administration, including collecting payments for Fire Prevention services.

Scheduling: Organizing calendars for meetings, training sessions, and departmental activities.

Report Preparation: Assisting with the creation and formatting of reports, presentations, and official documents.

Records Management: Assisting with record keeping and filing to support departmental operations and compliance.

Office Support: Providing front desk customer support and performing general office duties such as filing, photocopying, and ordering supplies for the department.

Software and Systems: Working across multiple platforms including Microsoft Office Suite, Accela, and ImageTrend, along with other departmental software as needed.

Backup Coverage: Serving as backup support for EMS, Training, and Fire Prevention as needed.

WORKING CONDITIONS:

• Office or fire station environment.
• Noise level is usually moderate, ambient office sounds such as speaking, working office equipment, and software.
• Frequent interaction with City departments, the general public, and/or citizens which may include responding to various inquiries, providing City or department information, and interacting with upset customers, staff, and the public in interpreting and enforcing departmental policies and procedures.

PHYSICAL DEMANDS:

• Dexterity of hands and fingers to operate objects, controls, and/or tools such as but not limited to a computer keyboard or calculator and to operate standard office equipment.
• Seeing to interpret, read, and maintain various documents, such as files, contracts, and reports, in electronic and non-electronic formats.
• Hearing and speaking to present and exchange information and to communicate in person and by telephone.
• Frequent sitting for extended periods of time
• Occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.
• Occasionally lift, carry, push, and pull materials and objects up to 25 pounds.

Education/Experience

Any combination equivalent to education and experience likely to provide the required knowledge and abilities.  A typical way to obtain the knowledge and abilities would be:

Education:  Graduation from high school.

Experience:  Three years of highly responsible clerical experience..  Experience coordinating office activities, workflow and operating procedures is desirable.

Knowledge

Knowledge of modern office practices and procedures; general accounting principles; modern office technology and software including computers; filing, indexing and cross-referencing methods; correct English usage, spelling, grammar and punctuation; business letter writing and report preparation; various document formats and presentations.

Ability

Ability to perform both complex and routine clerical work with speed and accuracy; type at 45 words per minute; coordinate office activities and workflow; coordinate major events; effectively perform regular job duties and tasks on a computer; proficiently use Microsoft Office suite or similar software; interpret and apply established City policies, procedures and codes; interpret and analyze information; prepare complex records and reports; perform arithmetic calculations; perform and coordinate various accounting functions; work effectively under pressure and with frequent interruptions; use initiative and exercise independent  judgment; establish and maintain accurate records; communicate effectively; establish and maintain effective working relationships.

Other Requirements

Possession of a valid California Driver's License and satisfactory driving record at the time of appointment is required as a condition of initial and continued employment only if the operation of a vehicle, rather than the employee's ability to get to/from various work locations in a timely manner, is necessary to perform the essential functions of the position.

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