Administrative Assistant / Senior Administrative Assistant

About Arcadia

Arcadia is a welcoming and family-focused city located 13 miles east of downtown Los Angeles, with a population exceeding 57,000. It serves as a prime residential, shopping, and entertainment hub within the San Gabriel Valley thanks to convenient regional transportation networks like the Metro A Line. Renowned for excellent schools, notable landmarks, and tranquil neighborhoods, Arcadia has twice been honored as California's best city for raising children and is recognized as a business-friendly city within Los Angeles County.

About the Position

The Arcadia Fire Department (AFD), known for its Class 1 distinction which only about 1% of fire departments nationwide achieve, is dedicated to providing superior fire protection, emergency medical aid, fire prevention, and community preparedness services. We are recruiting a motivated Administrative Assistant or Senior Administrative Assistant to provide specialized administrative, technical, and secretarial support to the Fire Department. This role demands qualities that promote success in a dynamic public safety environment.

Benefits

• CalPERS retirement plan participation
• Monthly benefits allowance with a tiered structure up to:
  • $866 for employee-only coverage
  • $1,400 for employee plus one dependent
  • $1,800 for family coverage
• Vision plan premium fully covered for employee and family
• City-paid Life Insurance, Accidental Death & Dismemberment, and Long-Term Disability insurance
• Bilingual pay incentives
• Longevity pay increments
• Tuition reimbursement or advancement opportunities after probation period

Salary Note: Starting salaries typically begin at Step A; however, steps higher in the salary range may be negotiated based on candidate qualifications, experience, and skills.

Recruitment Process and Important Dates

• Application deadline: August 11, 2026, at 11:59 PM, with priority to the first 150 applicants
• Assessment and interview schedule: Week of September 29, 2026 (tentative)
• Resume attachment is required for application submission

Position Definitions and Salary Ranges

Administrative Assistant: Under general guidance, perform complex clerical, secretarial, and administrative duties supporting the assigned department or division. Facilitate word processing, data entry, coordination of support activities, and assist staff and public inquiries.
Salary Range: $60,912 - $76,044 annually.

Senior Administrative Assistant: Undertakes more advanced and confidential administrative tasks for management staff, supervises office operations, and facilitates coordination within the assigned department.
Salary Range: $68,844 - $85,956 annually.

Key Responsibilities

• Handle diverse clerical duties including record maintenance, data accuracy verification, and documentation
• Execute routine bookkeeping tasks, including data posting and validation
• Provide informational support and process applications, ensuring compliance with departmental policies
• Draft, proofread, and prepare a broad variety of documents such as correspondence, reports, agendas, and newsletters
• Develop and maintain forms, worksheets, and record-keeping systems to enhance information management
• Manage mail flow, screen correspondence, and prepare written responses when necessary
• Organize calendars, appointments, meetings, travel logistics, and itineraries for staff
• Take meeting minutes and prepare distribution packets; represent the department in meetings as assigned
• Maintain petty cash and limited office funds
• Interpret and apply regulations, policies, and procedures with judgment and technical knowledge
• Collect, analyze, and present data with recommendations to improve program efficiency
• Supervise office staff and oversee workflow and project assignments
• Coordinate special projects, committees, and office operations to ensure smooth function
• Prepare and monitor budgets, manage purchase orders, process invoices, and ensure financial accountability
• Act as a primary information source on department policies and respond to inquiries professionally
• Manage communications with city personnel, media, public, and other agencies effectively
• Maintain and update official files, records, and resource materials
• Utilize modern office equipment and computer software including word processing, spreadsheets, and databases
• Procure office supplies, maintain inventories, and liaise with vendors
• Participate in staff meetings and professional development activities to enhance job skills

Additional Information

Bilingual pay, longevity pay, and tuition reimbursement are part of the benefits package. Application requires submission of a resume and meeting deadlines for priority consideration.

Job Qualifications and Abilities

Knowledge:

• Principles of fiscal, statistical, and administrative data collection and reporting
• Modern office procedures, equipment, and software programs
• Business letter writing conventions
• Word processing, spreadsheet, and database techniques
• Minute taking and preparation practices

Abilities:

• Work independently with minimal supervision within established policies
• Exercise judgment, initiative, and effective problem-solving skills
• Collaborate well with other departments, city officials, and external entities
• Handle confidential information responsibly
• Prepare correspondence and reports independently
• Analyze and summarize data to support decision-making
• Adapt to changing circumstances with flexibility and creativity

Educational and Experience Requirements

Advancement from lower levels requires progressively responsible administrative experience, with the Senior Administrative Assistant level demanding more extensive experience and demonstrated skills.