Administrative Assistant 2

The Administrative Assistant 2 (AA2) acts as the principal administrative support to the Professional Development & Response Section Chief Deputy. This position is responsible for coordination of administrative functions within the section and provides a high level of support to section staff to ensure compliance with agency administrative requirements, including time sheets, correspondence, supply orders, records maintenance and retention, and payments. On a regular basis this position is tasked with correspondence, tracking of projects, and other duties as assigned by the Section Chief Deputy. 

This position works closely with the Bureau Confidential Secretary and the Prevention Division Secretary to ensure that the Bureau is provided adequate phone coverage, mail distribution, and administrative support of the Division and/or Bureau commander(s). Ensures Fire Protection Bureau responds to public disclosure requests in a timely manner and coordinates records retention for the Section. 

The incumbent exercises independent judgment to accomplish assignments and solve problems; applies knowledge of government organization and ensure adherence to administrative support procedures, agency policies and office methods. Performs data collection, analysis, and develops operations procedures and guidelines for the section. Compiles section management reports to reflect achievement of goals and objectives outlined in the agency’s strategic plan. Maintains and tracks section contracts, acts as liaison with Budget & Fiscal Services, Property Management, Human Resources, other bureau sections, and other agencies and public clients on a daily basis. 

This position screens customer requests and appropriately assigns them to either a Customer Service Specialist 2 or Deputy State Fire Marshal. 

This position reports directly to a Chief Deputy State Fire Marshal who serves as the supervisor and Section Commander of the Professional Development & Response Section. 

About the Division:

The Fire Prevention Division is active in providing a variety of Fire Protection services including all risk mobilization, fire inspections on licensed care facilities, plan review of schools, data collection, analysis, hazardous materials training, and the licensing and certification of the fire sprinkler, fireworks, and cigarette industries to both public and private sectors. These sections provide planning, training, and technical assistance for firefighters and emergency responders who are mobilized for statewide emergencies such as hazardous materials, earthquakes, nuclear facilities, as well as other high-risk situations.

About the Agency:
The WSP actively supports Diversity, Equity, Inclusion in the workplace, and is an Equal Opportunity Employer. The WSP strives to create and foster an inclusive culture inspiring everyone to be their authentic selves, speak openly, and be courageous. The WSP continues to focus on equitable hiring, training, and promotional practices and policies through innovative recruitment and retention solutions.  Partnering with our communities helps the WSP provide the best in public safety services now and into the future.

Duties

Responsibilities:

• Coordinates calendar/schedule of supervisor.
• Coordinates work with Division Secretary and other work area support staff.
• Composes and proofreads correspondence for supervisor, which may be of a confidential or sensitive nature.
• Exercises independent judgment to accomplish assignments and solve problems.
• Compiles section management reports to reflect achievement of goals and objectives.
• Reviews work and correspondence of section staff ensuring compliance agency regulations, state law, and section/division standards.
• Facilitates the function interagency committees and workgroups, including scheduling, logistics, agenda creation, minutes, and correspondence.
• Coordinates communication between field staff and headquarters during mobilization incidents.
• Ensures section compliance with records retention schedules.
• Maintains and tracks section contracts, and reviews and processes payments.
• Facilitates end processing of Mobilization payments/reimbursements, including copying, filing, routing to Budget & Fiscal Services, and electronic archiving.
• Acts as section’s liaison to Risk Management Division, Budget and Fiscal Services, Property Management Division, Human Resources Division, and other FPB sections.
• Responds to written, email, and telephone inquiries from other WSP sections/divisions, partner agencies, customers, and other stakeholders.
• Directs inquiries to appropriate program personnel as needed. Ensures response from program personnel is within established timelines.
• Provides direction to and backs up section CSS2 to provide customer service in Basic Firefighter Training Reimbursement and Firefighter Certification programs.
• Registers incoming certification exam requests, corresponds with Test Administration Personnel to ensure exams are registered in a timely and accurate manner.
• Monitors Hazardous Materials Training contracts, task order/course request approvals, rosters and certificates.
• Assists Education, Enforcement, & Analytics Section with license processing during peak renewal periods.
• Ensures documentation and registration of section employees into agency training tracking database (eTrain\LMS).
• Maintains record of training/travel requests.
• Makes travel arrangements in accordance with agency travel guidelines.
• Assists Division Secretary with management of travel and purchase cards, records and vehicle files for Bureau Commander and all Prevention Division vehicles.
• Screening and appropriately forwarding email sent to bureau inbox, Public Disclosure Requests, agenda preparation and note taking at Bureau management meetings and agency management presentations.
• Backs up Division AA3 and Bureau Confidential Secretary as needed.

Qualifications

Required Qualifications:

• High school diploma or G.E.D
• Knowledge of generally accepted office procedures and practices, business management practices, research and data collection methods.
• Ability to effectively communicate both verbally and in writing.
• Demonstrated proficiency with computer-based word processing, database, spreadsheet, and presentation software, particularly the Microsoft Office Suite.
• Demonstrated organizational and time management skills.
• Ability to apply agency regulations, policies, and procedures as they apply to assigned duties.