Temporary Executive Assistant

United Staffing Associates, in partnership with the City of Paso Robles, is recruiting for the Fire and Emergency Services Department, seeking a motivated, highly organized temporary Executive Assistant to provide short-term support to department leadership. This temporary assignment plays a key role in maintaining continuity of operations and supporting executive functions.

This position provides executive-level administrative, financial, and operational support to the Fire Chief, Command Staff, and all divisions of the Fire and Emergency Services Department, including Administration, Community Risk Reduction, Training, and Operations. The Executive Assistant serves as a central coordination point for departmental communications, budgeting support, billing coordination, and public-facing services, ensuring efficient and professional support for both internal stakeholders and the community.

In this role, the Executive Assistant will manage complex schedules, coordinate time-sensitive communications, prepare correspondence and reports, and assist with department-wide initiatives. The position requires discretion, strong organizational skills, and the ability to work effectively with executive leadership in a fast-paced public safety environment.

This temporary assignment is ideal for an experienced administrative professional who excels in executive support, values collaboration, and can quickly adapt to new systems and priorities. The work performed in this role directly supports daily operations and contributes to the overall effectiveness of the Fire and Emergency Services Department.

This assignment is anticipated to last five to six months, however the exact duration is unknown.

Typical Duties

The following duties are typical of this classification. Incumbents may not perform all of the duties set forth below and/or may be required to perform additional related duties to address City needs and changing business practices.

• Provides direct executive-level administrative support to the Fire Chief and Command Staff, including managing complex calendars, coordinating meetings, handling sensitive correspondence, maintaining confidential records, and facilitating interdepartmental coordination.
• Provides advanced administrative, financial, and programmatic support to all fire department divisions, including Administration, Community Risk Reduction, Training, and Operations.
• Conducts research on administrative or operational issues and process improvements; analyzes findings and develops recommendations for action.
• Prepares agendas, staff reports, correspondence, reports, and memoranda from drafts, notes, or verbal instructions; assists with processing and updating departmental policies and procedures.
• Assists with budget preparation and monitoring; analyzes the fire department budget; prepares detailed budget reports, forecasts, and financial analyses for the Fire Chief and Command Staff; monitors expenditures and revenues; and supports short and long-term fiscal planning.
• Conducts and oversees all fire department billing, revenue tracking, and cost recovery functions, including invoicing, monitoring receivables, reconciling accounts, and coordinating with the finance department and external agencies.
• Serves as a primary point of contact for the public, City staff, regulatory agencies, and external organizations; responds to inquiries regarding departmental operations and services, provides professional, accurate, and timely information related to fire prevention, inspections, permits, training programs, emergency medical services, and departmental operations.
• Serves as a liaison with City departments, regulatory agencies, partner organizations, vendors, and community groups, exercising sound judgment and professionalism.
• Coordinates, organizes, and facilitates departmental projects, meetings, trainings, conferences, seminars, and events; makes travel arrangements and coordinates work between divisions and other City departments.
• Processes and distributes incoming and outgoing mail.
• Organizes, maintains, and manages administrative and confidential records and files, including supporting public records requests in accordance with records retention requirements and City policies.
• Researches pricing, quality, and availability of materials, supplies, and equipment; analyzes information; makes recommendations; and maintains inventory and related records.
• Coordinates or assists with special projects as assigned.

Employment Standards & Special Requirements

Knowledge of:

• Proficiency in Microsoft Excel, Outlook, Word, and Publisher; experience with advanced graphics or document design software is desirable.
• Department operations, budgeting principles, public-sector billing, and municipal administrative practices.
• Basic supervisory principles and practices.
• Applicable laws, codes, regulations, policies, agreements, and procedures related to City and Fire and Emergency Services Department operations.
• Departmental and City administrative processes, recordkeeping requirements, and reporting standards.
• Safe work practices and applicable safety regulations.
• Business letter writing and techniques for preparing agendas, reports, correspondence, and other professional written materials.
• Computer systems and standard office equipment, including job-related hardware and software applications.
• Proper English usage, grammar, punctuation, and spelling.
• Principles and practices of providing a high level of customer service to the public and City staff, both in person and by telephone.

Ability to:

• Perform advanced-level and responsible office administrative work requiring the use of independent judgment, tact, discretion, and confidentiality.
• Organize work, initiate and coordinate projects, set priorities, meet critical deadlines, and follow up on assignments with minimal direction.
• Interpret, apply, explain, and implement City and departmental goals, objectives, policies, procedures, technical processes, and work standards.
• Analyze administrative and operational information and make sound recommendations in accordance with applicable laws, regulations, and policies.
• Prepare clear, accurate, and professional correspondence, reports, and informational materials independently or from brief instructions.
• Establish, maintain, and foster effective and cooperative working relationships with City staff, other government agencies, contractors, vendors, community groups, and the public.
• Exercise independent judgment in interpreting applicable policies, procedures, rules, and ordinances when interacting with the public and responding to requests for information or assistance.
• Analyze and resolve office administrative and procedural issues while maintaining a high level of professionalism.
• Administer and coordinate departmental support functions through independent planning, organization, and project management.
• Provide proactive, responsive, and courteous customer service while supporting the operational needs of the Fire and Emergency Services Department.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be equivalent to:

• Graduation from high school; and
• Four years of related administrative and/or technical support experience.

Spanish language skills and strong computer skills are all highly desirable. Possession of a related associate’s degree is desirable and may be substituted for experience on a year-for-year basis to a maximum of two years.

Licenses and Certifications:

Possession of a valid California Class C driver license and a satisfactory driving record.

Schedule:

Full time,

Monday through Friday from 7:00am to 4:00pm.