Job Abstract

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.

• 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

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)

• 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

TENTATIVE SCHEDULE OF EVENTS:

• Last Day to Apply Online: Monday, June 24, 2024 at 11:59 PM
• 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:

If there is a change in the scheduling or selection process, Human Resources will notify all affected candidates.

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 including a drug screen through the OCFA's designated physician.

HOW TO APPLY FOR THIS POSITION:

When the recruitment opens for this position, an applicant must submit, during the application filing period, an online application and attach any supplemental information as required in the job announcement which may include submitting responses to a supplemental questionnaire. Online resumes and other unsolicited materials may be attached but will not be considered in lieu of the required online application, unless otherwise specified in the job announcement. The OCFA reserves the right to limit the number of online applications when necessary. Applicants are responsible for maintaining/updating their contact information through the online application system.

SELECTION PROCEDURES:

INITIAL SELECTION REVIEW:

Human Resources reviews all initial application materials to identify qualified applicants. Applicants meeting minimum qualifications will be invited to the first phase of the recruitment process. The OCFA reserves the right to refer only the better qualified applicants if the number of applicants is high. If the number of applicants is high, the review process may include a secondary screening (by a panel of job knowledge experts) of the applications and/or supplemental questionnaires in which the better qualified applicants are referred to the next phase of the recruitment process. Because recruitment processes vary, applicants are advised to thoroughly review the job announcement before submitting their online application materials.

COMPUTER SKILL EXAM:

Candidates must achieve a minimum passing score of 70%. The computer skill examination is pass/fail and is not weighted in the candidate’s overall score. All candidates with passing scores on the computer skill exam will be invited to the oral panel interview.

PANEL INTERVIEW:

Candidates must achieve a minimum passing score of 80%. The panel interview will have a weight of 100% of the candidate's overall score. The panel interview will be arranged by Human Resources. Human Resources will notify referred candidates by EMAIL of the scheduled dates, times, and locations.

AMERICANS WITH DISABILITIES ACT (ADA) ACCOMMODATION:

In accordance with the Americans with Disabilities Act, anyone who needs an ADA accommodation for the purposes of employment testing should contact Julie Kwak, Human Resources Analyst I at (714) 573-6828 or juliekwak@ocfa.org at least 72 hours prior to the need for the accommodation.

RECRUITMENT/SELECTION PROCESS AND REQUIREMENTS:

All recruitment/selection process and requirements will be held in accordance with the OCFA's Selection Rules, which are available for inspection upon request.

ELIGIBLE LIST:

The duration of an Eligible List is one (1) year, unless otherwise specified in the job announcement.

WITHDRAWING FROM RECRUITMENT PROCESS:

If an applicant chooses to withdraw from a recruitment process, he/she is required to submit an email notification to the assigned recruiter, Julie Kwak, Human Resources Analyst I at juliekwak@ocfa.org requesting a withdrawal from the process. The email to the recruiter must include the applicant's current phone number.

QUESTIONS:

All questions regarding this position should be directed to Julie Kwak, Human Resources Analyst I at (714) 573-6828 or juliekwak@ocfa.org.

NOTE:

EQUAL OPPORTUNITY EMPLOYER:

The Orange County Fire Authority is an Equal Employment Opportunity Employer.