County of Alameda

DISTINGUISHING FEATURES

The Fire Department Supervising Executive Assistant classification provides executive support to the Fire Chief, Deputy Fire Chiefs, and/or Fire Department Administrative Services Director with the responsibility for relieving them of administrative duties. The employee in this classification will oversee and manage duties and transactions of a more sensitive and confidential nature that require high-level attention to detail. This classification is distinguished from the Fire Department Secretary II in that the former performs the more difficult and complex secretarial and administrative support duties, as well as supervisory responsibility for administrative support staff.

1. Plans, prioritizes, schedules, and directs the work of assigned administrative support staff; reviews work quality providing training and support when necessary; selects, performance manages, and recommends corrective action.
2. Creates and maintains accurate and detailed correspondence and reports requiring discretion and judgment in the selection of information and interpretation of laws, rules, policies or the resolution of debatable points where mistakes or poor judgment may entail serious consequences.
3. Creates and maintains databases, files, and records, verifies accuracy of information. 
4. Ensures compliance with record retention requirements; assists with and responds to public record requests.
5. Serves as administrative support for general meetings, including preparing and distributing agendas and supporting documentation, communicating directly with meeting participants, coordinating meeting logistics, and maintaining detailed tracking of governance processes and actions in compliance with the Millie Meyers-Brown Act. 
6. Handles confidential information which has not yet been made public and is available only to the Fire Chief and their top-level staff; recommends and records actions to be taken on sensitive matters, based on a thorough knowledge of departmental policies; releases information to authorized parties, attorneys, and the press.
7. Serves as first point of contact for management staff by answering a variety of questions and responding to complaints; providing information regarding ACFD; explaining policies, procedures, and regulatory requirements; and referring visitors/callers to other services, agencies, and community groups, as appropriate.
8. Compiles and assists in completing a variety of narrative and statistical reports; researches information, creates forms in manual or automated format based on audience for data collection, and formats reports based on applicable stakeholders.
9. Performs program budget tracking; gathers and analyzes basic data related to expenditures; monitors and tracks expenditures; assists with the processing of contracts, agreements, invoices, and requisitions; verifies budget and account codes.
10. Plans, schedules, and organizes events, workshops, presentations, and related activities, including assisting in the development and monitoring of a program budget; assists in the processing of independent contractor agreements and purchase requisitions; ensures compliance with established timelines. 
11. Sorts, screens, prioritizes, and routes correspondence, attaching pertinent materials and data for reference; prioritizes material for the Fire Chief’s review.
12. Coordinates calendars of assigned management staff, exercising considerable independent judgment; schedules meetings, reserves rooms, prepares notices and agenda, and assembles supporting meeting materials needed; makes travel arrangements.
13. Relieves assigned management staff of administrative details by routinely and independently performing administrative support tasks; refers matters to other staff members for research and resolution; contacts outside vendors, general public or other agency representatives on matters requiring independent judgment.
14. Oversees office workflows by continuously monitoring and evaluating the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors administrative support systems; identifies opportunities for improvement and reviews with assigned management staff; directs the implementation of improvements; creates and maintains procedure manuals.

The equivalent of three (3) years of full-time experience in the classification of Fire Department Secretary II, or in an equivalent or higher-level secretarial or administrative support classification in the County of Alameda classified service.

Experience:

The equivalent of four (4) years’ full-time, increasingly responsible secretarial and/or administrative support experience, which must include one (1) year of full-time supervisory experience.

NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination. Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

Knowledge of:

• Principles and practices of supervision and leadership.
• Modern office practices and procedures, including business correspondence, recordkeeping systems and standard office equipment operations.
• Correct use of the English language, including spelling and grammar, business letter writing, and proper format for typed materials.
• Word processing and/or spreadsheet applications.
• Principles of managing and coordinating secretarial aspects of an administrative office.
• Organization and functions of a fire department.

Ability to:

• Perform complex administrative support work involving independent judgment; maintain confidentiality.
• Prepare clear and comprehensive reports, correspondence, documentation, and other written materials.
• Use professionalism, tact, initiative, prudence, and independent judgment within general policy and procedural guidelines as well as politically sensitive environments.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Identify and correct errors in English usage and grammar and mathematical calculations in a variety of documents.
• Plan, organize, and coordinate the work of assigned staff.
• Effectively provide staff leadership and work direction.
• Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.
• Interpret and apply laws, rules, and written directions to specific situations.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Assist in devising and keeping office records of a confidential nature; maintain confidentiality.
• Evaluate demands on an administrator’s time; arrange schedules accordingly.
• Work with officials and the public in routine, emergency, and emotional situations.
• Take responsibility and use good judgment in recognizing the scope of authority and the chain of command.

7/12/00