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 functional direction from the Fire Marshal, or designee, when performing Fire Prevention 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

The duties listed below are representative of the work performed in this classification. 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 District Administration Headquarters; greets and assists visitors, members of the public, contractors, vendors, and District personnel; 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 multiple incoming calls at once; screens and routes calls; takes accurate, 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; provides general information regarding inspection, plan review, and permit processes, and refers technical code questions to Fire Prevention staff. Schedules, reschedules, and confirms fire and safety inspections, including new construction, tenant improvement, annual business, state-mandated, vegetation management/defensible space, and re-inspections; coordinates inspection calendars with Fire Prevention staff and communicates appointment details to customers. Enters, updates, and maintains inspection, permit, plan review, and occupancy records in the District's fire prevention records management system; tracks inspection status, follow-ups, and outstanding corrections. Tracks, compiles, and reports Fire Prevention Division staff hours, including time spent on inspections, plan review, and related activities; reconciles hours with timesheets and schedules; and prepares summary reports for the Fire Marshal and for payroll, billing, and cost recovery purposes. Prepares, processes, and distributes fire prevention forms, correspondence, inspection notices, and permits; receives plans and permit applications at the front counter and routes them to Fire Prevention staff. Assists with the intake and processing of fire prevention fees, invoices, and payments in accordance with established procedures. General Administrative and Clerical Support Performs word processing and typing of a variety of documents, including business letters, inter-department memos, forms, reports, and semi-annual and annual evaluation forms; proofreads for correct grammar, spelling, and punctuation; accurately transcribes reports that were handwritten in the field. Assists in planning daily, weekly, and monthly schedules and calendars; tracks tasks and deadlines requiring attention. Performs computer data entry, including personnel status, incident report logs, training records, maintenance records, and fire prevention records. Completes State and other government-required forms and reports as assigned. Maintains accurate and organized paper and electronic filing systems in accordance with the District's records retention schedule; completes all filing assigned. Makes copies of required records; operates and maintains standard office equipment, including copiers, printers, and scanners; follows troubleshooting procedures and determines when to call for repair. Supports district meetings by planning the menu, managing headcount, dietary needed, coordinating delivery timing, and handling setup and cleanup. Orders and maintains office supplies; performs related duties as assigned.

QUALIFICATIONS

Knowledge of Modern office methods, practices, procedures, and equipment. Proper telephone etiquette and principles and practices of customer service, including service to those who may be dissatisfied or upset. Correct English usage, spelling, grammar, and punctuation. Business letter writing and basic report preparation. Principles and procedures of record keeping, filing, and records management. Basic mathematics principles. Computer applications, including Microsoft Office Suite (Word, Excel, Outlook), Adobe Acrobat, scheduling or calendaring software, and database or records management systems. Basic scheduling and time-tracking practices. Ability to Serve as a courteous, professional, and helpful first point of contact for the District in person and by telephone. Speak clearly, listen carefully, and communicate effectively both orally and in writing. Handle multiple incoming calls and visitors at once; organize, prioritize, and complete work with frequent interruptions. Remain calm in stressful situations, including emergencies, and deal tactfully with upset or difficult individuals. Schedule appointments and inspections efficiently and accurately track staff hours and activities. Perform accurate data entry and maintain accurate records with close attention to detail. Read maps and give and follow directions, including to locations throughout the District. Learn, interpret, and apply District policies, procedures, and fire prevention processes. Maintain the confidentiality of sensitive, personnel, and payroll information. Establish and maintain effective working relationships with District staff, other agencies, contractors, and the public. Type at a speed of not less than forty (40) words per minute.

MINIMUM QUALIFICATIONS

Education:

Equivalent to graduation from high school or GED, supplemented by specialized clerical or administrative training.

Experience:

Three (3) years of responsible administrative or clerical experience, including public contact, reception, or customer service responsibilities.

Substitution:

Completion of college-level coursework in office administration, business, or a closely related field may be substituted for up to one (1) year of the required experience.| Desirable Qualifications Experience in a public agency, fire service, or special district setting. Experience scheduling appointments or inspections and tracking staff time. Experience with fire prevention, permitting, or records management software. Bilingual (English/Spanish) skills.

LICENSES AND CERTIFICATIONS

Possession of a valid California Class C driver's license and a satisfactory driving record. Completion of state-mandated harassment prevention training. Successful completion of a background investigation, including Live Scan fingerprinting, and a pre-employment medical examination.

PHYSICAL DEMANDS

Work is performed primarily in an office and public counter setting. The position requires the mobility to work in a standard office environment and to use standard office equipment, including a computer and multi-line telephone system; to operate a motor vehicle to travel to District facilities and other work sites; and the ability to sit at a desk and work at a computer for extended periods. The position requires the ability to bend, stoop, kneel, reach, and occasionally push, pull, lift, and carry materials, files, and supplies weighing up to twenty-five (25) pounds; finger dexterity sufficient for keyboard and data entry work; vision sufficient to read printed materials, maps, and a computer screen; and hearing and speech sufficient to communicate clearly in person and by telephone.

WORKING CONDITIONS

Work is performed primarily indoors at District Administration Headquarters in Sausalito, California, in a standard office/fire station environment with moderate noise and frequent interruptions from telephone calls and visitors, and no regular exposure to hazardous conditions. The incumbent interacts regularly with District staff, contractors, other agencies, and members of the public, and may interact with individuals who are dissatisfied, upset, or experiencing an emergency. Occasional travel within the District may be required.

GENERAL PROVISIONS

This class specification describes the general nature and level of work performed by an employee assigned to this classification. It is not an exhaustive list of all duties responsibilities, knowledge, skills, abilities, or working conditions associated with the position, and it does not constitute an employment agreement between the District and the employee. The District reserves the right to add, modify, or remove duties as necessary to meet the operational needs of the District. In accordance with the Americans with Disabilities Act and the Fair Employment and Housing Act, reasonable accommodation may be made to enable a qualified individual with a disability to perform the essential functions of this position. The Southern Marin Fire Protection District is an equal opportunity employer and does not discriminate on the basis of any characteristic protected by federal, state, or local law.