Temporary Executive Assistant

JOB The Fire and Emergency Services Department is seeking a motivated, highly organized temporary Executive Assistant to provide short-term support to department leadership. This temporary assignment plays a key role in maintaining continuity of operations and supporting executive functions.

This position provides executive-level administrative, financial, and operational support to the Fire Chief, Command Staff, and all divisions of the Fire and Emergency Services Department, including Administration, Community Risk Reduction, Training, and Operations. The Executive Assistant serves as a central coordination point for departmental communications, budgeting support, billing coordination, and public-facing services, ensuring efficient and professional support for both internal stakeholders and the community.

In this role, the Executive Assistant will manage complex schedules, coordinate time-sensitive communications, prepare correspondence and reports, and assist with department-wide initiatives. The position requires discretion, strong organizational skills, and the ability to work effectively with executive leadership in a fast-paced public safety environment.

This temporary assignment is ideal for an experienced administrative professional who excels in executive support, values collaboration, and can quickly adapt to new systems and priorities. The work performed in this role directly supports daily operations and contributes to the overall effectiveness of the Fire and Emergency Services Department.

This assignment will last approximately three to six months, however the exact duration is unknown.

Schedule:

Full time, Monday through Friday from 7:00am to 4:00pm. This position is being filled through the staffing agencies listed below. Incumbents will not be directly employed by City of Paso Robles.

Please send inquiries/resumes directly to:

United Staffing Associates

EXAMPLE OF DUTIES

The following duties are typical of this classification. Incumbents may not perform all of the duties set forth below and/or may be required to perform additional related duties to address City needs and changing business practices. Provides direct executive-level administrative support to the Fire Chief and Command Staff, including managing complex calendars, coordinating meetings, handling sensitive correspondence, maintaining confidential records, and facilitating interdepartmental coordination.

Provides advanced administrative, financial, and programmatic support to all fire department divisions, including Administration, Community Risk Reduction, Training, and Operations.

Conducts research on administrative or operational issues and process improvements; analyzes findings and develops recommendations for action.

Prepares agendas, staff reports, correspondence, reports, and memoranda from drafts, notes, or verbal instructions; assists with processing and updating departmental policies and procedures.

Assists with budget preparation and monitoring; analyzes the fire department budget; prepares detailed budget reports, forecasts, and financial analyses for the Fire Chief and Command Staff; monitors expenditures and revenues; and supports short and long-term fiscal planning.

Conducts and oversees all fire department billing, revenue tracking, and cost recovery functions, including invoicing, monitoring receivables, reconciling accounts, and coordinating with the finance department and external agencies.

Serves as a primary point of contact for the public, City staff, regulatory agencies, and external organizations; responds to inquiries regarding departmental operations and services, provides professional, accurate, and timely information related to fire prevention, inspections, permits, training programs, emergency medical services, and departmental operations.

Serves as a liaison with City departments, regulatory agencies, partner organizations, vendors, and community groups, exercising sound judgment and professionalism.

Coordinates, organizes, and facilitates departmental projects, meetings, trainings, conferences, seminars, and events; makes travel arrangements and coordinates work between divisions and other City departments.

Processes and distributes incoming and outgoing mail.

Organizes, maintains, and manages administrative and confidential records and files, including supporting public records requests in accordance with records retention requirements and City policies.

Researches pricing, quality, and availability of materials, supplies, and equipment; analyzes information; makes recommendations; and maintains inventory and related records.

Coordinates or assists with special projects as assigned.

SUPPLEMENTAL INFORMATION

This position is being filled through a staffing agency.

Incumbents will not be directly employed by City of Paso Robles.

Please send inquiries/resumes directly to United Staffing Associates.

Photos by @brittanyapp