Administrative Aide

Southern Marin Fire District; Sausalito (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

Southern Marin Fire District is seeking a courteous and organized Front Receptionist at District Administration Headquarters. You will greet visitors, answer calls, route inquiries, and support the Fire Prevention Division with inspections scheduling and records handling.

The position is non-supervisory and entry-to-journey level, offering regular access to confidential information and routine administrative tasks performed under supervision of the Fire Marshal or designee.

Responsibilities

• Front reception duties: greet visitors, answer calls, route inquiries and provide information to the public.
• Supports Fire Prevention Division: schedule and coordinate inspections, provide information on process, and assist with recordkeeping.

Job description

DEFINITION

Under general supervision of the Fire Chief or designee, serves as the District’s front receptionist and first point of contact for members of the public, visitors, and callers at District Administration Headquarters; performs a variety of general administrative, clerical, word processing, data entry, and records management duties in support of District operations; provides administrative support to the Fire Prevention Division, including answering and routing Fire Prevention calls, scheduling fire and safety inspections, and tracking and reporting Fire Prevention staff hours; and performs related duties as assigned.

This is a non-supervisory, entry-to journey-level administrative support classification. It is distinguished from the District Secretary/Clerk of the Board in that it does not carry responsibility for the District’s statutory clerk function, Board of Directors support, or independent legal compliance, and instead performs routine to moderately complex administrative and clerical tasks following established procedures. Incumbents receive functionaldirectionfromtheFireMarshal,ordesignee,whenperformingFirePrevention Division support duties.The position has regular access to personnel, payroll, and other confidential information and is expected to exercise discretion and maintain confidentiality.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Thedutieslistedbelowarerepresentativeoftheworkperformedinthisclassification. Reasonable accommodation may be made to enable a qualified individual with a disability to perform the essential functions.

Front Reception and Public Service

• Staffs the front reception desk at DistrictAdministration Headquarters; greets and assistsvisitors,membersofthepublic,contractors,vendors,andDistrictpersonnel; determines the nature of their business and directs them to the appropriate staff member or division.
• Answers the District’s main telephone line and general email inbox; handles multipleincomingcallsatonce;screensandroutescalls;takesaccurate,legible messages and promptly passes on information to the appropriate staff member.
• Provides general information to the public regarding District services, programs, policies, and procedures; responds to routine inquiries and refers more complex matters to appropriate staff.
• Receives and documents complaints and concerns courteously and in accordance with District procedures, and forwards them to the appropriate staff member for resolution.
• Recognizes emergency or urgent calls and immediately relays emergency information to Marin County Communications, the Police Department, on-duty fire personnel, or other appropriate responders.
• Receives, sorts, and distributes incoming mail, deliveries, and packages; processes outgoing mail; may pick up and deliver mail.
• Maintains the reception area, public counter, conference room schedules, and informational materials in a clean, orderly, and professional manner.

Fire Prevention Division Support

• Answers, screens, and routes calls and inquiries to the Fire Prevention Division from property owners, contractors, businesses, design professionals, and the public;providesgeneralinformationregardinginspection,planreview,andpermit processes, and refers technical code questions to Fire Prevention staff.
• Schedules,reschedules,andconfirmsfireandsafetyinspections,includingnew construction,tenantimprovement,annualbusiness,state-mandated,vegetation management/defensible space, and re-ins