Management Assistant

Orange County Fire Authority; California (MO); On-site; USD 55,000 - 85,000; Full time

Job summary

Orange County Fire Authority is seeking a Management Assistant to support the Construction and Facilities Division. The role involves paraprofessional analytics, data gathering, and coordination of routine studies and projects.

Incumbents will compile data, maintain records, and assist with reporting while coordinating paperwork and updates across systems. This internal recruitment targets current OCFA staff with relevant experience.

Qualifications

• Associate degree in Business Administration or a related field.
• Two (2) years of experience in compiling, gathering, and performing routine statistical analysis.

Responsibilities

• Compile a variety of data and information and prepare related reports.
• Assist in conducting research and coordinate specialized tasks.
• Process paperwork and maintain/update records and databases.

Skills

Data analysis

Research

Documentation

Education

Associate degree in Business Administration

Related field

Tools

Databases

Job description

THE POSITION:

The Management Assistant recruitment is an Orange County Fire Authority (OCFA) internal recruitment. Only applications from current, qualified OCFA personnel will be accepted.

Your application MUST include all current, relevant OCFA work experience to be considered for this position. Failure to include your OCFA work experience along with any other related qualifying experience in the work history section of your application will result in disqualification from the selection process.

The OCFA, Construction and Facilities Division is currently accepting applications for the position of Management Assistant. This recruitment will be used to establish an eligibility list for the current vacancy in the Construction and Facilities Division.

CLASS SUMMARY:

Incumbents are responsible for performing paraprofessional activities related to conducting studies and special projects. Incumbents are responsible for performing routine analysis on trends and related statistical data.

DISTINGUISHING CHARACTERISTICS:

The Management Assistant is the first level in a three level management analyst series. The Management Assistant is distinguished from the Management Analyst, which has professional level analytical responsibilities.

These duties are intended to be representative sample of the duties performed by the class.

• Compiles a variety of data and information and prepares related reports.
• Assists in conducting research.
• Coordinates and performs specialized tasks specific to area of responsibility.
• Coordinates and processes paperwork in assigned area of responsibility.
• Maintains and updates a variety of records, correspondence, databases, web portalsand/or other related information.
• May supervise support staff in area of responsibility.
• Performs other duties of a similar nature or level.

Positions assigned to Construction and Facilities Division

• Assisting in troubleshooting and documenting facility repairs
• Reviewing the status of in-progress work
• Processing a large volume of invoices
• Initiating, processing, and approving requisitions
• Maintains hazardous waste records

An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

EDUCATION (position requirements at entry):

Associate degree inBusiness Administration, or a related field.

EXPERIENCE (position requirements at entry):

Two (2) years ofexperience in compiling, gathering, and performing routine statistical analysis.

LICENSES AND CERTIFICATIONS (position requirements at entry):

None required.

To view the full list of knowledge and skills, please use the following link: Management Assistant

TENTATIVE SCHEDULE OF EVENTS:

• Last day to apply: Wednesday, September 9, 2026 at 11:59 PM
• Oral Interview: Week of September 14, 2026

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 may be subjected to dusts, poor ventilation, extreme temperatures, inadequate lighting, and travel.

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.

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.

TESTING: Testing for this position or any other position may include, but is not limited to the following: written exam, practical exam, panel interview, physical ability test, assessment center, oral presentation, project assignment, etc. If a revision is made to a testing component during a recruitment process, the assigned recruiter will notify by email all affected applicants.

AMERICANS WITH DISABILITIES ACT (ADA) ACCOMMODATION: In accordance with the Americans with Disabilities Act, persons with disabilities requiring reasonable accommodations for the purposes of employment testing should contact Duke Steppe, Human Resources Manager at [phone] or [e-mail] at least 72 hours prior to any portion of the examination process.

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 in the Human Resources Department.

ELIGIBLE LIST: The duration of an Eligible List is one year, unless extended or abolished by the Assistant Chief / Human Resources Director prior to the expiration.

WITHDRAWING FROM RECRUITMENT PROCESS: If an applicant chooses to withdraw from this recruitment process, he/she is required to submit an email notification to Duke Steppe, Human Resources Manager at [e-mail] 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 Duke Steppe, Human Resources Manager at [phone] or [e-mail].

NOTE: The provisions of this publication do not constitute an express or implied contract. Any provision in this publication may be modified or revoked without notice.

EQUAL OPPORTUNITY EMPLOYER:

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