Management Assistant I/II - Fire & Rescue
Job Description
Management Assistant I
$31.22 - $46.83 Hourly
$64,931.00 - $97,397.00 Annually
Management Assistant II
$34.42 - $51.63 Hourly
$71,586.00 - $107,380.00 Annually
Anaheim Fire & Rescue is seeking a Management Assistant I or II to join in our mission to ensure the safety and welfare of the public we serve. As a member of the Fire Finance team, you will demonstrate the values of the organization while providing a high level of customer service to internal and external stakeholders.The Management Assistant I/II will assist with the department’s budget, contracts, and grants, while managing key aspects of the department's Ambulance Program including billing, data analysis using applications such as Microsoft Power BI, fees, and the Public Provider Ground Emergency Medical Transportation (PP-GEMT) program, and other special projects as assigned.Experience in the following areas is desirable:
- Experienced in local government (county/city)
- Experienced in supporting an Ambulance Program
- Budget analysis, development, and monitoring
- Data analysis using applications such as Microsoft Power BI
- Development of training programs
Ideal candidates will possess:
- Excellent customer service and interpersonal skills
- Strong analytical and oral communication skills
- Ability to interpret data and apply statistical methods
- Ability to perform professional, technical, and analytical work
- Ability to work independently and exercise good judgment
- Proficiency in Microsoft Word 365 applications
The department reserves the option to hire at either Management Assistant level I or II based on candidate qualification, selection process, and needs of the department.
Responsibilities
Essential Functions
The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.
Perform a variety of technical, programmatic, administrative, and routine staff and analytical duties requiring the application of specific program knowledge and administrative skills in support of department programs such as the Ambulance Program or FireMedics Program; assume responsibility for specific program area duties; provide assistance in administrative and operating programs as assigned.
Participate in the identification, planning, development, and implementation of operational goals in support of the Ambulance Program; perform the necessary research and analysis (using tools such as Microsoft’s Power BI) to justify the appropriateness of implementing the proposed recommendations; prepare presentation materials and background documentation; participate in monitoring project success using appropriate tracking and feedback systems.
Participate in the budget development process and budget monitoring activities; provide assistance in the development of assigned budget; collect and analyze financial data; review and analyze budget requests and budget changes; make recommendations and obtain final approval for changes; create data tracking and reporting systems; monitor monthly status.
Perform a range of duties involved in researching, negotiating, and monitoring assigned contracts and agreements with outside suppliers, service providers, leasing agents, and others; prepare specifications and bid packages; review bids and recommend vendor selection for equipment and services; participate in the preparation of contracts; ensure work is performed in compliance with contracts and agreements.
Conduct research; prepare, revise, and implement various administrative policies, procedures, rules, and regulations in accordance with sound organizational practices; develop and revise office forms and report formats; establish procedural manual for assigned areas.
Conduct administrative and/or management studies relating to the activities and operation of various department programs and services; conduct surveys, research, and statistical analysis on administrative, fiscal, and operational issues; collect, compile, and analyze information from various sources on a variety of specialized topics related to programs administered by the position or by management staff; write reports that present and interpret data, identify alternatives, and make and justify recommendations.
Provide staff assistance to management staff; participate on and provide staff support to a variety of committees and boards; prepare and present staff reports and other correspondence as appropriate and necessary; relieve management staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
Participate in planning, coordinating, implementing, promoting, and overseeing assigned programs, projects, and initiatives; participate in the development and implementation of program goals, objectives, policies, procedures, and priorities; participate in the development and implementation of strategies for the achievement of these goals.
Provide assistance in resolving operational and administration problems; identify problem areas and issues; conduct research to find alternative solutions; make recommendations; assist in implementation of recommendations.
Serve as primary contact and liaison for assigned functions and programs with other City departments and staff, the general public, and outside agencies and organizations; assist with and provide support in the negotiation and resolution of sensitive and controversial issues; explain programs, policies, and activities.
May plan, direct, coordinate, and review assigned activities and operations of the department including assigned administrative support, technical, and/or programmatic service areas; assign work activities, projects, and programs; review and evaluate work products, methods, and procedures; meet with staff to identify and resolve problems; recommend improvements in work flow, procedures, and use of equipment and forms; implement improvements as approved.
May participate in the selection, training, and evaluation of assigned administrative support personnel; provide or coordinate staff training; work with employees to correct deficiencies; recommend discipline and termination procedures.
Perform related duties as required.
Job Requirements
Qualifications
Management Assistant I:
Experience and Education: One (1) year of routine research, administrative support, or analytical experience, preferably in public administration, is desirable supplemented by a completion of the twelfth grade and college level coursework or specialized training in public administration, business administration, or a related field, a Bachelor’s degree is highly desirable. An equivalent combination of experience and education sufficient to perform the essential job functions and provide the required knowledge and abilities is qualifying.
For full qualifications of Management Assistant I, CLICK HERE
Management Assistant II:
Experience and Education: Three (3) years of research, administrative support, or analytical experience, preferably in public administration, is desirable supplemented by a completion of the twelfth grade and college level coursework or specialized training in public administration, business administration, or a related field, a Bachelor’s degree is highly desirable. An equivalent combination of experience and education sufficient to perform the essential job functions and provide the required knowledge and abilities is qualifying.
For full qualifications of Management Assistant II, CLICK HERE
Knowledge of: Operational characteristics, services, and activities of assigned program; principles and practices of public administration; principles and practices of program development and administration; work organization and office management principles and practices; standard organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs related to area of assignment; techniques and formulae for administrative, financial, and comparative analyses; methods and techniques of effective technical, administrative, and financial record keeping, report preparation, and presentation; recent developments, research methods, current literature, and sources of information related to assigned programs and service areas; terminology used in area of assignment; principles and practices of budget preparation and administration and grant application and administration principles and practices; principles of business letter writing; federal, state, and local government organizations; modern office procedures, methods, and equipment including computers and various software packages; methods and techniques used in customer service and public relations; English usage, spelling, grammar, and punctuation; pertinent federal, state, and local laws, codes, and regulations; principles of supervision and training may be required for some positions.
Ability to: Perform responsible analytical, programmatic, and administrative duties involving the use of independent judgment and personal initiative; participate in the preparation and administration of assigned budgets; learn methods and techniques of research and operational and administrative analysis; learn to prepare a variety of analytical and financial reports; learn to develop policies, procedures, goals, and objectives; learn to analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals; plan, coordinate, and conduct operational analyses, administrative studies, and special projects; research, compile, analyze, and interpret data; prepare clear, accurate and concise tables, schedules, summaries and other materials in statistical and narrative form; establish and maintain various data collection, record keeping, tracking, filing, and reporting systems; manage multiple projects simultaneously; plan and organize work to meet schedules and time lines; participate in planning, organizing, directing, coordinating, and evaluating assigned programs, projects, events, or technical area; properly interpret and make recommendations in accordance with laws, regulations and policies; understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities; understand, interpret, and apply administrative and departmental policies and procedures as well as pertinent laws, regulations, and ordinances; oversee, direct, coordinate, and participate in the management of a assigned program area; select, train, and evaluate assigned staff may be required for some positions; supervise, organize and review the work of lower level staff may be required for some positions; plan, schedule, and review the work and performance of subordinates may be required for some positions; operate and use modern office equipment including a computer and various software packages; identify and respond to community and organizational issues, concerns, and needs; to requests and inquiries from the general public; work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person; exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports; communicate clearly and concisely, both orally and in writing; and establish and maintain effective working relationships with those contacted in the course of work.
License/Certification Required: Possession of an appropriate, valid driver’s license may be required for some positions
