Office Assistant

The Livermore-Pleasanton Fire Department is seeking a detail-oriented and customer-focused Office Assistant to provide vital administrative support to both staff and the community. In this role, you will be the first point of contact at Fire Headquarters, assisting customers in-person, over the phone, and via email, while coordinating public education events, processing inspection requests and fire permits, and managing plan submittals for both the City of Pleasanton and the City of Livermore.

The position also handles a variety of administrative tasks, including mail distribution, payment processing, invoice tracking, and managing office supplies. This is a dynamic role that offers variety, opportunities to work with multiple departments, and direct interaction with the community, making it both challenging and rewarding.

• Customer-focused, approachable, and professional when assisting the public and staff.
• Highly organized with the ability to manage multiple tasks and priorities.
• Detail-oriented to ensure accuracy in processing permits, invoices, and reports.
• Adaptable and flexible when navigating different processes for two cities.
• A strong communicator, both verbally and in writing.

• Providing information and guidance on permits.
• Processing electronic plan submittals, update permit statuses, and issue fire permits.
• Managing mail distribution, payments, and invoices, including data entry into Tyler Munis.
• Maintaining office supplies and issue traffic disruption or confined entry notices as needed.
• Scheduling public education events, such as station tours and ride-alongs.
• Serving as the first point of contact by answering calls, responding to emails, and assisting walk-in customers.

• You will experience new and varied tasks every day, keeping your work engaging and dynamic.
• As part of a Joint Powers Authority (JPA), you will serve and support residents in two vibrant communities.
• Working with multiple City departments and specialized fire service processes, you will gain practical skills that enhance your professional growth.
• You will get hands‑on experience with a wide range of software and systems.
• You will have the opportunity to thrive in a collaborative and service‑driven team environment, where your contributions are valued.

• Working with two cities, you will navigate different workflows and requirements.
• You will manage a high volume of requests while maintaining accuracy.
• Maintaining exceptional customer service as you manage detailed permit and plan processing.
• You will be working in a fast‑paced environment with frequent interruptions.

• Strong customer service and communication skills.
• Experience in administrative support or office coordination.
• A comfort working with multiple software systems (such as Accela, Image Trend, DigEPlan, GovQA, Microsoft Office, or Tyler Munis).
• The ability to prioritize tasks and remain accurate under time pressure.
• A flexible, problem‑solving mindset with strong attention to detail.

• High school graduation or GED equivalent.

• One year of general clerical experience and competency in word processing software.

• Office terminology.
• Procedures.
• Equipment.
• Proper techniques in operation of commonly used office equipment.
• Business arithmetic.

• Type accurately 45 wpm.
• Perform responsible clerical work under general supervision.
• Spell and use correct English.
• Maintain clerical records and prepare reports.
• Meet the public with tact and courtesy.
• Read and understand and interpret written materials.
• Use good judgment in choosing among available alternatives.
• Understand and carry out oral and written instructions.
• Establish and maintain cooperative working relationships.