Administrative Secretary Job Rialto area,California USA,Administrative/Clerical

CONFIRE, JPA is seeking an Administrative Secretary responsible for a broad range of secretarial and administrative tasks supporting managers, professional staff, and assigned functional units. This role is distinguished from office assistant classifications by the performance of more complex clerical and administrative duties that require detailed knowledge of agency policies, procedures, records, schedules, purchasing processes, meeting support requirements, and the handling of confidential information.

The position requires discretion, initiative, and strong attention to detail, along with the ability to manage sensitive and confidential materials while applying and clearly explaining established policies and procedures within the scope of assigned authority.

CONFIRE, JPA is a Joint Powers Authority (JPA) located in San Bernardino County, California, established to provide regional public safety communications, dispatch, computer information systems (IS), geographic information systems (GIS), and emergency medical services in support of its member and partner agencies. The CONFIRE Communications Center’s primary function is to provide 24-hour-a-day, 365-day-a-year fire, EMS, rescue, and other public safety dispatch services to agencies throughout the region.

Beyond its direct dispatch responsibilities, the Communications Center also serves as the San Bernardino County (XBO) Operational Area dispatch center, coordinating fire, local government, law enforcement, and emergency medical resources during large-scale incidents. CONFIRE is also preparing to launch a countywide ambulance transport system that will further integrate emergency communications and EMS operations while enhancing regional service delivery.

Conditions of Employment

Work Availability:
Must be available to work a flexible schedule, including evenings, weekends, and holidays, to provide administrative and secretarial support for managers, professional staff, and functional units involved in emergency communications operations, readiness priorities, regional coordination, and other division needs. Incumbents must be able to report to CONFIRE facilities or designated locations to assist with urgent administrative requirements, support operational activities, or handle time-sensitive division tasks.

Travel:
Travel between CONFIRE facilities, member and partner agency sites, subcontractor locations, project venues, and other operational or coordination sites may be required to support administrative duties, meeting preparation, record management, purchasing processes, and other clerical or division-support activities. A valid California Driver License and proof of automobile liability insurance must be presented at the time of hire and maintained throughout employment.

Job Description Representation Unit:
Teamsters

Under general supervision, the Administrative Secretary performs a variety of secretarial and administrative support duties requiring knowledge of CONFIRE JPA policies, procedures, and operational practices, and how they apply to employees, member agencies, partner agencies, vendors, and the public.

This position provides direct secretarial and administrative support to management, professional staff, assigned divisions, committees, and work groups. The Administrative Secretary performs responsible clerical, records, scheduling, purchasing, meeting support, and administrative coordination duties requiring discretion, accuracy, confidentiality, and sound judgment. Performs related duties as assigned.

Duties may include, but are not limited to, the following:

Screen, prioritize, and direct telephone calls, emails, mail, and correspondence; provide information requiring interpretation and explanation of CONFIRE JPA policies, procedures, and practices.

Compose routine and factual correspondence, memoranda, notices, forms, and communications based on general instructions, established guidelines, or brief notes.

Type, format, proofread, and process correspondence, reports, agendas, minutes, forms, numerical materials, and other documents from drafts, recordings, notes, or general direction.

Research, compile, and organize information from files, records, databases, and other sources; prepare summaries, logs, and routine reports for management review.

Establish, maintain, update, and organize logs, files, and records, including budget, personnel, payroll, purchasing, meeting, and other confidential or sensitive administrative records.

Assist with records…