Fire Prevention Administrativee Aide

The Southern Marin Fire District is seeking a motivated, service-driven professional to join our Prevention Division as an Administrative Aide. This key role supports the Division Chief/Fire Marshal and team with advanced administrative, clerical, and customer service tasks. The ideal candidate is adaptable, detail-oriented, and proficient with multiple software platforms. If you thrive in a fast-paced, mission-focused environment, we invite you to apply.

JOB DUTIES – Essential Duties and Responsibilities

Serve as the primary point of contact for the Fire Prevention Division; answer and route telephone calls professionally, take accurate messages, and manage multiple in coming calls simultaneously.

Receive and respond to inquiries from the public, community groups, city/county personnel, and internal staff; triage and route inquiries to the appropriate staff member.

Process complaints and handle challenging situations over the phone, by email, and in person, maintaining confidentiality and professionalism.

Assist with scheduling and calendar management for construction inspections, including creating appointments, processing additions, and handling cancellations.

Maintain fire prevention records and data, including intake and processing of public records requests to ensure responses meet statutory deadlines; locate and retrieve related documents independently.

Maintain both electronic and paper filing systems; organize, update, and archive documents as required.

Prepare, proofread, and edit business correspondence, reports, forms, templates, and other documents.

Upload and maintain critical documents on the Fire Prevention website and other public-facing platforms.

Processing documents and fillings for vegetation management projects in internal or external file management systems.

Use multiple software platforms to perform duties; typical systems include: Google Workspace, Microsoft Office, Adobe, and Zoom.

Additional software experience but not required: OpenGov, First Due, Acuity,TrackIt, Granicus-PEAK, Target Solutions, Simpplr, and RingCentral.

Perform miscellaneous errands and provide logistical support for projects, conferences, and events as required.

Book travel accommodations, and conference/training registrations.

Complete required state and government forms.

Strong written and verbal communication skills, including business writing, proofreading, and editing.

Excellent customer service skills and the ability to interact effectively with the public, staff, first responders, and elected/appointed officials.

Strong organizational skills, attention to detail, and ability to manage changing priorities and work under pressure.

Ability to handle confidential information with discretion.

Proficiency with modern office equipment and multiple software platforms as listed above.

Ability to de-escalate and work with upset or challenging members of the community; ability to relay emergency information to appropriate entities when necessary.

Basic knowledge of finance including, receiving payments, processing invoices, and noticing past due accounts.

ASSISTANT TO THE CLERK OF THE BOARD BACK UP DUTIES (as assigned):

Provide backup support to the Clerk of the Board, including preparation and distribution of meeting agendas and packets for Board and committee meetings.

Ensure agendas are posted in compliance with the Meyers-Milias-Brown Act (MMBA) and applicable regulations.

Working knowledge of administrative practices and terminology related to public administration and fire district operations.

Familiarity with legislative and meeting terminology such as motion, resolution, ordinance, and quorum.

Basic knowledge of the Meyers-Milias-Brown Act.

MINIMUM QUALIFICATIONS:

Preferred Bachelor's degree (BA/BS), or equivalent education.

Preferred minimum of three years of progressively responsible administrative experience, including substantial public contact experience both by phone and in person.

Working knowledge with Google Workspace, Microsoft Office Suite, and Adobe

Valid California Class C driver’s license.

PREFERRED QUALIFICATIONS:

Demonstrated experience working with or within public agencies, building departments, and planning intake processes is preferred.

Experience with OpenGov, FirstDue, Acuity, TrackIt, Zoom, Granicus-PEAK, Target Solutions, Simpplr, and RingCentral are highly preferred.

Experience as a plans technician with a city or county, planning or building department.

WORK SCHEDULE:

Full-time, Monday through Friday, 8:00 a.m. – 5:00 p.m. (alternative schedule may be approved by the Fire Marshal).

Must be able to work outside normal business hours as needed, including some evenings and occasional weekends.

BENEFITS:

Southern Marin Fire District offers a generous Benefits Package including:

Comprehensive medical, dental and vision benefits. Health care plans provided by: Kaiser L, Kaiser S, and Teamsters Anthem Blue Cross.

Dental Insurance provided by Delta Dental with premium costs paid by the District. Plan covers all employees and their dependents.

Vision Insurance provided by VSP with premium costs paid by the District. Plan covers all employees and their dependents.

LTC, LTD, Life and AD&D insurance are also included.

Other District paid benefits include: EAP, BCN, RHS (District contributes 2% of base salary) and Deferred Compensation (District contributes 5% of base salary).

Southern Marin Fire District participates in the Marin County Employees' Retirement Association (MCERA).

APPLICATION PROCESS AND INFORMATION

Applicants will be evaluated based on relevant training and experience. The process may include interviews and/or performance tests. Successful candidates will be placed on the eligibility list. A background investigation including LIVESCAN fingerprinting is required. All appointments are subject to a successful completion of a pre-placement physical examination which includes a drug screen. Applicants will be required to submit verification of the legal right to work in the United States. All employees are required by law to sign a loyalty oath to the United States and the State of California Constitution at time of hire.

To learn more, please visit www.smfd.org/careers

TO APPLY:

Interested applicants who meet the minimum qualifications must submit the following:

Non-Safety Employment Application

Qualifying Documents

Detailed Resume

Cover Letter

Employment applications are available on the SMFD.org: www.smfd.org/careers

Applications must be submitted by 12 Noon, Friday, January 9, 2026.

Incomplete applications will not be considered.

Southern Marin Fire District is an Equal Opportunity Employer.