Administrative Executive Assistant

The South Placer Fire District is a tax-supported governmental agency providing emergency and non-emergency services under the California State Mutual Aid Plan. The Administrative Assistant is a highly responsible, non-safety position that also functions as the District Secretary, subject to appointment by the Board. The incumbent performs complex management, technical, and administrative work, including fire prevention coordination, comprehensive bookkeeping, and managing office operations to ensure the facility remains staffed during business hours.

The incumbent also serves as a high-level liaison between the District and various external entities, ensuring professional and timely communication with the public, government officials, and community partners. Working under the supervision of the Business Manager or his/her designee, this employee s primary duty is to perform general office work, bookkeeping functions, and executive support to the Fire Chief.

• Assist in preparing government reports and maintain financial records. Review and reconcile reports, prepare payroll and other financial data, post to accounts, journals and multiple accounting programs. Assist in year-end closing and assist with special projects.
• Perform review of and process Accounts Payable matching invoices to purchase orders. Review and match statements to invoices, code invoices to proper accounts. Research discrepancies and interact with vendors. Enter data into the accounting system. Process year end reporting and ensure compliance with state and federal regulations.
• Review timecards and post the bi-weekly payroll log and code time on the County Payroll Report. Apply federal and state labor laws. Apply District policies and procedures. Calculate FLSA time. Interpret and apply MOU s and assist in processing employee benefits. Report applicable payroll information to the Department of Labor. Distribute pay checks to employees. Maintain confidential information with discretion.
• Prepare, assemble and assist with the distribution of board packets for board meetings. Posting of agendas, preparing resolutions, publishing legal notices and acts as Board Secretary in the Business Manager s absence.
• Produce, prepare and/or assist with designing district publications, including basic graphic design. Assisting in media announcements and press releases. Managing and updating district website content.
• Assist with the new hire recruitment process including new employee processing upon request of Personnel Officer.
• Perform a variety of general front office duties. Issue burn permits; calculate and take in mitigation fees; order and maintain office supplies; prepare correspondence, reports and other documents. Organize and maintain various filing systems. Perform receptionist functions that include personally answering and/or routing phone calls to staff qualified to provide answers, communicating and distributing information to the public, co-workers and management.
  
  Receives and processes incoming mail.
• Receive and process plan check submittals, applications and other related documents; answer questions and supply information regarding permit processing policies and procedures.
• Conduct confidential and complex administrative duties for the Fire Chief, including managing calendars, arranging travel and assisting with correspondence.
• Assist in the research and creation of speeches and talking points for the administrative Chief Officers for delivery at public presentations, community events, and stakeholder meetings.
• Serve as the initial point of contact for Public Records Act (PRA) requests; intake, track, and coordinate responses to ensure all requests are fulfilled within mandated legal time frames
• Represent management in coordinating diverse administrative matters with District employees and external public or private agencies.

• Possess an Associate s Degree from a community college with major course work in business, accounting, fire prevention, or a related field; OR an equivalent combination of education and increasingly responsible professional experience that demonstrates the ability to perform…