What are the responsibilities and job description for the Office Assistant I-II position at Sacramento Metropolitan Fire District?
Description
The Sac Metro Air District is seeking a professional, highly organized, and detail-oriented Office Assistant to support in-office operations within the Administrative Services Division. Working as part of a collaborative front office team that includes another Office Assistant and an Administrative Assistant, this position plays a key role in ensuring efficient day-to-day operations. Responsibilities include greeting and assisting customers, answering phones, processing incoming and outgoing mail and invoices, handling purchasing requests and accounts receivable, arranging travel, scheduling meetings, and coordinating building or fleet service requests.
Under general supervision, the Office Assistant performs a variety of clerical support tasks including receptionist duties, mail processing, filing, and typing; and performs other related duties as required.
Distinguishing Characteristics
Positions in this class are flexibly staffed and are normally filled by advancement from a lower level.
Office Assistant I – This is the entry and training level class. Incumbents work under immediate supervision and perform repetitive or closely related duties according to established procedures.
Office Assistant II – This is the experienced working-level class. Incumbents work under general supervision and perform a wide variety of difficult and complex clerical work which requires the use of word-processing software applications.
Typical Duties
The duties listed below are examples of the work typically performed by employees in this class. An employee may not be assigned all duties listed and may be assigned duties that are not listed below.
Education and Experience:
Office Assistant I – One year of general clerical experience or any combination of training and/or experience that provides the desired knowledge and abilities.
Office Assistant II – One year of experience as an Office Assistant I or two years of typing and general clerical experience or any combination of training and/or experience that provides the desired knowledge and abilities.
Knowledge Of
Both Classes – Telephone and office receptionist etiquette; basic elements of English grammar, spelling, usage, and punctuation; alphanumeric filing and retrieval systems; office methods and clerical recordkeeping procedures.
Office Assistant II – District procedures and operations.
Ability To
Both Classes – Type at a sufficient speed to perform the work of the unit; speak clearly; perform routine clerical work; establish and maintain working relationships with staff and public; work independently; attend to detail.
Special Requirement
Possession of a valid Class C California driver's license with an acceptable driving record is required.
Working Conditions & Physical Demands
Physical Demands
This is essentially a desk job. Physical demands include occasional lifting up to 25 lbs., some bending, stooping, and squatting.
Working Conditions
Generally clean work environment with limited exposure to conditions such as dust, fumes, odors, or noise. Computer monitor used on a daily basis.
Please Note
A cover letter and answers to the supplemental application questions are required. Referring to your resume for any part of the application is unacceptable and may cause your application to be considered incomplete.
First- and second-round interviews are expected to be held via zoom and in-person, respectively, the first two weeks of December with an anticipated hire date by January 2026.
The Air District offers a robust benefits package under the current resolutions and contracts including the following:
Health & Wellness
Do you have one year of general clerical experience or an equivalent combination of training and experience that provides the required knowledge and abilities?
Describe how your work experience has prepared you for this Office Assistant role to sufficiently demonstrate you meet the experience requirement noted in Question 1. Include specific examples that demonstrate your organizational, clerical, and customer service skills, especially in areas such as providing front desk reception, managing calendars and meetings, handling schedule changes or travel arrangements, and processing travel reimbursements.
03
Briefly summarize your experience, if applicable, in the following areas. Provide examples that show your proficiency and approach. a. Using Microsoft 365 and other software (e.g., document management, scheduling, or accounting systems) to organize or streamline work. b. Processing payments, invoices, or financial transactions, and resolving discrepancies. c. Writing and editing correspondence (e.g., letters, emails, and agendas) and ensuring accuracy and clarity. d. Managing documents, including confidential or sensitive information, while maintaining privacy and security when applicable. e. Working collaboratively across teams or departments to achieve a shared goal and describe how you coordinate efforts, communicate effectively, and handle conflicts when they arise.
04
Describe how you ensure efficient, professional, and positive customer service for both internal and external customers.
05
Do you have a valid Class C California driver's license with an acceptable driving record?
The Sac Metro Air District is seeking a professional, highly organized, and detail-oriented Office Assistant to support in-office operations within the Administrative Services Division. Working as part of a collaborative front office team that includes another Office Assistant and an Administrative Assistant, this position plays a key role in ensuring efficient day-to-day operations. Responsibilities include greeting and assisting customers, answering phones, processing incoming and outgoing mail and invoices, handling purchasing requests and accounts receivable, arranging travel, scheduling meetings, and coordinating building or fleet service requests.
Under general supervision, the Office Assistant performs a variety of clerical support tasks including receptionist duties, mail processing, filing, and typing; and performs other related duties as required.
Distinguishing Characteristics
Positions in this class are flexibly staffed and are normally filled by advancement from a lower level.
Office Assistant I – This is the entry and training level class. Incumbents work under immediate supervision and perform repetitive or closely related duties according to established procedures.
Office Assistant II – This is the experienced working-level class. Incumbents work under general supervision and perform a wide variety of difficult and complex clerical work which requires the use of word-processing software applications.
Typical Duties
The duties listed below are examples of the work typically performed by employees in this class. An employee may not be assigned all duties listed and may be assigned duties that are not listed below.
- Acts as a receptionist; takes and transmits messages; takes and refers complaints from the public; receives and transfers calls to appropriate extension; provides general agency information and alternative telephone numbers to public callers; greets and routes office callers.
- Types lists, memos, letters, forms, permits, reports, and other documents; makes routine checks of clerical work for compliance with specific requirements of form and content; searches records and files for data.
- Performs all types of filing (alphabetical, numerical, chronological, and code); tracks and updates information, mailed documents, and manuals using a computer or manual system.
- Makes travel arrangements; works with the travel agency to arrange hotel, airline, and rental car reservations; completes necessary paperwork for reservations and conference/workshop attendance; completes forms for reimbursement.
- Schedules meetings and appointments; makes room arrangements.
- Processes petty cash reimbursements.
- Collects and delivers correspondence, records, and packages; stamps, sorts, and distributes incoming mail and faxes; assists with or prepares mass mailings; processes outgoing mail; copies a variety of documents on the photocopy machine.
Education and Experience:
Office Assistant I – One year of general clerical experience or any combination of training and/or experience that provides the desired knowledge and abilities.
Office Assistant II – One year of experience as an Office Assistant I or two years of typing and general clerical experience or any combination of training and/or experience that provides the desired knowledge and abilities.
Knowledge Of
Both Classes – Telephone and office receptionist etiquette; basic elements of English grammar, spelling, usage, and punctuation; alphanumeric filing and retrieval systems; office methods and clerical recordkeeping procedures.
Office Assistant II – District procedures and operations.
Ability To
Both Classes – Type at a sufficient speed to perform the work of the unit; speak clearly; perform routine clerical work; establish and maintain working relationships with staff and public; work independently; attend to detail.
Special Requirement
Possession of a valid Class C California driver's license with an acceptable driving record is required.
Working Conditions & Physical Demands
Physical Demands
This is essentially a desk job. Physical demands include occasional lifting up to 25 lbs., some bending, stooping, and squatting.
Working Conditions
Generally clean work environment with limited exposure to conditions such as dust, fumes, odors, or noise. Computer monitor used on a daily basis.
Please Note
A cover letter and answers to the supplemental application questions are required. Referring to your resume for any part of the application is unacceptable and may cause your application to be considered incomplete.
First- and second-round interviews are expected to be held via zoom and in-person, respectively, the first two weeks of December with an anticipated hire date by January 2026.
The Air District offers a robust benefits package under the current resolutions and contracts including the following:
Health & Wellness
- Cafeteria Plan - The District provides funding of up to $2,431.24/month in 2026, for the purchase of medical, dental, vision, and ancillary benefits.
- Medical Insurance - The District offers a wide range of HMO and PPO health plans through CalPERS.
- Dental Insurance - Basic Plan: 100% District paid for employees and their dependents. Enhanced Plan: Employee pays the difference in premium from the Basic plan.
- Vision Insurance - District-paid coverage for employees. Employee pays the difference in premium when covering dependents.
- Flexible Spending Accounts - Health and dependent care plans allowing employee pre-tax contributions of up to $3,300 and $5,000 per plan year, respectively. ($500 rollover for Health FSA. District-provided cafeteria plan funding cannot be used for these plans.)
- Life Insurance - District provides $50,000 in coverage for employees. Voluntary plans are available for employee and family coverage.
- Long-Term Disability - District-paid coverage, up to $9,000 per month, based on pre-disability earnings.
- Aflac - Voluntary plans for cancer, accident, & specified health event.
- Retirement - Employees contribute 7% (classic members) or 7.75% (membership beginning after January 2013 or with more than 6-month break in CalPERS service) to the California Public Employees Retirement System (CalPERS) defined benefit plan. The benefit formulas are 2% @ 55 and 2% @ 62, respectively.
- 457 Plan - Voluntary tax-deferred retirement savings plan with a District match of up to $35 per pay period.
- Retiree Medical Insurance - District retirees may be eligible to enroll in a CalPERS health plan with a District contribution.
- Annual Cost of Living Adjustments - 2% to 4% per year based on changes in the consumer price index.
- Commute Allowance - up to $110 per month for use of approved alternate means of commuting to work, e.g., Regional Transit, carpool, bicycle, walking, zero-emission vehicle.
- Education Allowance - up to $2,400 per year.
- Employee Assistance Plan - available for employees and members of their household.
- Uniform Allowance - Up to $180 every 2 years for safety shoes for eligible employees.
- Management Differential - A 5% salary differential is provided to management employees.
- 9/80 Schedule Option - Employees may have the option to work a standard schedule of 8 hours a day 5 days a week, or a 9/80 working mostly 9-hour days with a day off every other week.
- Flexible Schedules - Employees may be allowed a work schedule that provides for starting and quitting times other than the standard 8 a.m. to 5 p.m.
- Opportunity to Telework – Some positions allow for flexible telework schedules.
- Vacation - 12 days per year for the first 3 years, then 20 days to 27 days per year based on years of service.
- Sick Leave - 15 days per year.
- Holidays - 11 days per year.
- Administrative Leave - 10 days per year.
- Management Sick Leave Payout - Sick leave may be accumulated without limitation and management employees will be paid one-half of accrued sick leave upon retirement unless such payment is waived. Sick leave is convertible to PERS retirement service credits.
- Vacation Leave Payout – Unrepresented supervisors and managers may cash out vacation for the equivalent cash compensation each fiscal year in an amount not to exceed the cap or hours used during the year.
Do you have one year of general clerical experience or an equivalent combination of training and experience that provides the required knowledge and abilities?
- Yes
- No
Describe how your work experience has prepared you for this Office Assistant role to sufficiently demonstrate you meet the experience requirement noted in Question 1. Include specific examples that demonstrate your organizational, clerical, and customer service skills, especially in areas such as providing front desk reception, managing calendars and meetings, handling schedule changes or travel arrangements, and processing travel reimbursements.
03
Briefly summarize your experience, if applicable, in the following areas. Provide examples that show your proficiency and approach. a. Using Microsoft 365 and other software (e.g., document management, scheduling, or accounting systems) to organize or streamline work. b. Processing payments, invoices, or financial transactions, and resolving discrepancies. c. Writing and editing correspondence (e.g., letters, emails, and agendas) and ensuring accuracy and clarity. d. Managing documents, including confidential or sensitive information, while maintaining privacy and security when applicable. e. Working collaboratively across teams or departments to achieve a shared goal and describe how you coordinate efforts, communicate effectively, and handle conflicts when they arise.
04
Describe how you ensure efficient, professional, and positive customer service for both internal and external customers.
05
Do you have a valid Class C California driver's license with an acceptable driving record?
- Yes
- No
- Required Question
Salary : $3,300 - $5,000