Administrative Assistant I/II (20783872)

Description

ADMINISTRATIVE ASSISTANT I/II

Level I: $5,487 - $6,670 monthly (DOE/DOQ)

Level II: $6,050 - $7,354 monthly (DOE/DOQ)

Plus excellent benefits

APPLICATION DEADLINE: Apply by Monday, November 9, 2026 @ 5:00 PM

THE CITY is focused on enhancing our community members' quality of life through well-designed services and a positive workplace culture. San Rafael is the economic and cultural heart of Marin County, and its high quality of life is centered on its commercial districts, engaged neighborhoods, active lifestyle, and natural environment. San Rafael, with a population of approximately 60,000, is a full-service city with a City Council/City Manager form of government with 12 departments, more than 400 employees, and a fiscal year 2026-2027 annual budget of approximately $208 million. The City's vision is to be a vibrant economic and cultural center reflective of its diversity. The City Council is engaged and seeks to strengthen the urban and commercial areas as well as sustain the beautiful natural environment.

San Rafael's Organizational culture framework is an initiative called "Together San Rafael." City employees are our greatest asset, and we seek talented individuals with diverse backgrounds who are creative, curious, and excited about a challenge. We are a results-driven team focused on the needs of community members. The Together San Rafael initiative is focused on modernizing City services and increasing the engagement of employees. This initiative recognizes the interconnectedness of the customer and employee experience.

ABOUT THE DEPARTMENT

The San Rafael Fire Department is an all-risk fire agency with 69 highly trained operational firefighters providing services in firefighting, Advanced Life Support (ALS) response, ambulance transport, technical rescue, hazardous material response, disaster response, fire prevention, and community preparedness.

The San Rafael Fire Department delivers exceptional public service from seven neighborhood fire stations. Our department philosophy of community fire servicing emphasizes collaborative relationships with the community.

THE POSITION

The San Rafael Fire Department is seeking a full-time Administrative Assistant I/II to join our Administrative Division. At the direction of the Department''s Senior Management Analyst, this position provides administrative support to the Fire Department.

The Administrative Assistant I/II supports the Fire Department and works within the Fire Administration Division. The ideal candidate is an administrative professional skilled in municipal functions, public and internal communication, and accounting principles. Those with strong customer service skills, direct local government experience, vendor communication and billing, and Microsoft Office skills are preferred. Spanish language skillset is preferred but not necessary.

Candidates should possess excellent organizational skills and the ability to exercise sound judgment, maintain confidentiality, and provide courteous and effective service to employees, outside agencies, and members of the public. The ability to prioritize and manage multiple ongoing tasks, respond appropriately to inquiries, and handle sensitive information with discretion is essential.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Including but not limited to)

This list is meant to be representative, not exhaustive. CLICK HERE for the full job description.

• Set up and maintain financial, statistical, and operational records, including preparing departmental payroll submittals.
• Accounts payable and receivable including creating vendors profiles, entering invoices, tracking department credit cards, and creating purchase orders.
• Respond to record requests and review subpoenas.
• Create, edit, and update departmental information on our website.
• Carry out routine required procedures related to departmental hiring.
• Prepare required reports for various departmental programs.
• Refer more complex requests, technical inquiries or serious complaints to appropriate staff members.
• Maintain inventory and office supplies.
• Research and compile information as requested.
• Recommend organizational procedural changes affecting clerical activities.
• Screen calls, visitors, mail, and email and take action appropriate to request/situation.
• Independently respond to letters and general correspondence of a routine nature.
• Follow up on projects, transmits information and keeps informed of department activities.
• Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service.

EDUCATION AND EXPERIENCE

A typical way of gaining the knowledge, skill and ability outlined above is: (Please see job spec for additional details):

Level I:

• Equivalent to completion of twelfth grade and two years of responsible clerical experience.

Level II:

• Equivalent to completion of twelfth grade and two years of responsible secretarial or office administrative experience similar to an Administrative Assistant I with the City of San Rafael.

Valid California Driver''s License Preferred

Online Testing Assessment Requirement

All candidates who meet the minimum qualifications for this position will be required to complete an online testing assessment as part of the recruitment process. Candidates must achieve a minimum passing score of 70% to advance and be considered to move forward in the selection process. Candidates who do not achieve the minimum passing score will not be considered for further advancement in this recruitment.