Administrative Assistant

Position Summary

The Administrative Assistant provides clerical and administrative support to the Fire Chief and General Manager of the District. This part-time role helps prepare materials for Board meetings, supports communication with partner agencies, and manages correspondence with community members. The ideal candidate is detail-oriented, tech-comfortable, and able to stay both patient and persistent while juggling multiple priorities.

Position Details

• Reports To:General Manager while also receiving direction from the Fire Chief

• Hours:10–15 hours per week

• Compensation:$25.00 per hour

• Classification:Part-time, non-exempt (hourly)

• Work Location:100% remote in winter months; 50–75% remote in summer months, with in-person time as needed

Key Responsibilities

• Prepare, format, and organize materials for Board meetings, including agendas, packets, and supporting documents

• Assist with correspondence and communication on behalf of the Fire Chief and General Manager, including drafting, formatting, and proofreading letters, emails, and reports

• Manage Fire Department payroll process every two weeks during the season

• Support coordination and communication with other county and state agencies and outside organizations

• Respond to and route community inquiries and correspondence in a professional, timely manner

• Maintain organized digital and/or physical files and records

• Create and update documents, spreadsheets, and presentations using Microsoft Word, Excel, and PowerPoint

• Track deadlines, follow up on outstanding items, and help keep projects moving forward

• Perform other general administrative and clerical duties as assigned

Required Qualifications

• Solid working knowledge of Microsoft Excel, Word, and PowerPoint

• Strong written and verbal communication skills, with excellent attention to detail

• Demonstrated problem-solving mindset and sound independent judgment

• Ability to manage multiple tasks and shifting priorities in a self-directed, remote environment

• Reliable internet access and a suitable home workspace for virtual work

• Professionalism and discretion when handling sensitive or confidential information

Preferred Attributes

• Prior administrative, clerical, or executive support experience

• Experience supporting a public agency, special district, or local government board

• Comfort learning new software tools and systems

• A calm, patient approach paired with the persistence to see tasks through to completion

Schedule & Work Environment

This is a flexible, part-time position reporting to the General Manager and supporting the Fire Chief, averaging 10–15 hours per week. Work is fully remote during the winter season; during the summer season, the role requires roughly 50–75% remote work, with the remaining time on-site or in person as operational needs require (e.g., Board meeting preparation, agency coordination).

Disaster Services Worker

California Government Code § 3100 provides that “all public employees” are declared to be disaster service workers, and that they are subject to disaster-service activities assigned by their superiors or by law.

Equal Employment Opportunity Employer

The Fallen Leaf Lake Community Services District is an equal opportunity employer. Employment decisions are made without regard to age (40 and over), ancestry, association with a member of a protected class, bereavement leave, cannabis use, color, disability (physical, intellectual/developmental, or mental health/psychiatric), Family Care and Medical Leave (CFRA) related to serious health conditions of the employee or family member, child bonding, military exigencies, gender identity or expression, genetic information or characteristic, marital status, medical condition (cancer or genetic characteristic), military and veteran status, national origin (including language restrictions), participation in an EEO protected activity, pregnancy, childbirth, breastfeeding, or related medical conditions, Pregnancy Disability Leave (PDL), race (including hairstyle and hair texture), religious creed (including dress and grooming practices), reproductive health decision-making, reproductive loss leave, sex/gender, and sexual orientation.

Hiring Process

Qualified candidates will be scheduled for interviews in October with an anticipated start date in November.