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Application For Administrative Manager

Vista Fire Protection District

955 Vale Terrace Dr, Suite A, Vista, CA 92084


Part-Time Administrative Manage

An Equal Opportunity Employer



$35.00 - $55.00 Hourly

OPENING DATE: 12/06/2021
CLOSING DATE: 01/21/2022

The Vista Fire Protection District is seeking a knowledgeable and independent person to serve as the District's Administrative Manager. This will be an at-will

management position, and is considered a confidential employee. Under general supervision of the Board President, the Administrative Manager may perform administrative, analytical, budgetary, legislative, financial support, and supervisory duties for the District. The position’s duties may include, but not be limited to, overseeing contracts, developing administrative processes, procedures, and programs, preparation and review of reports for submission to the Board, managing the District’s website, establishing a records management system, acting as the Board’s representative in intergovernmental relations, ensuring compliance with state and federal regulations, coordinating special projects, and creating systems and procedures necessary to improve VFPD business practices and operations. The position is part-time and will not exceed 960 hours on an annual basis. Benefits are limited to participation in Social Security, as well as other State and Federal mandated programs.


Any combination of training, education, and experience that demonstrates an ability to perform the duties of the position will be considered. Typical qualifying backgrounds include a bachelor’s degree from an accredited college or university and/or extensive experience in the management and operation of a complex government or business organization. Demonstration of progressively responsible experience performing program and project analysis, management of complex contacts, and administrative support will also be considered. Experience working with or within governmental entities will be an asset.



Possession of a valid California Class "C" Driver's License, and proof of insurance. MINIMUM QUALIFICATIONS:


Basic principles and practices of governmental, or business program and project

administration; Administrative research, planning, design, methodology and analysis; Pertinent federal, state, and local laws, codes, and regulations;

Principles and practices of fiscal, statistical, and administrative research and report preparation; Methods for analyzing and reporting budget and financial data;

Office procedures, methods, and equipment including computers and software applications such as word processing, spreadsheets, databases and presentation software.

English usage, spelling, grammar, punctuation, and report writing;

Understand, interpret, explain, and apply applicable federal, state, and local policies, laws, and regulations;

Prepare clear, concise and comprehensive financial and budgetary analyses, reports and written materials;

Collect, compile, analyze and interpret statistical and financial data, and prepare and present clear, concise reports utilizing information obtained;

Prepare comprehensive program and project analyses and reports;

Write comprehensive technical reports and display information and data in its most meaningful and understandable form;

Gather, organize and analyze information and arrive at sound conclusions;

Use practical judgment, creativity and resourcefulness in planning and developing assigned administrative projects;

Work on multiple concurrent projects with strict deadlines;

Understand and follow oral and written instructions; communicate clearly and concisely, both orally and in writing;

Establish and maintain effective relationships with those contacted in the course of work.



This position would work primarily from a personal home office. The position would perform work which is primarily sedentary and may involve prolonged periods of time at a computer. Willingness to use a personal vehicle in the course of employment will be required. Incumbent is required to attend periodic evening Board meetings. Incumbent may be required to travel within and out of the District to attend meetings, or perform other work-related activities.


A letter of interest, application form and supplemental questionnaire must be submitted

and received by the closing date. Submit applications to Vista Fire Protection District, 955 Vale Terrace Dr, Suite A, Vista, CA 92084

Application materials may be obtained online from the Board website:, telephone: (760) 688-7588. A hard copy of the job announcement and application can be picked up at the VFPD office listed above.


Candidates must clearly demonstrate through their application materials that they meet the employment standards outlined above. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process.

The selection process may include any combination of written or oral evaluations to assess the applicant's skill, training, and experience for the position.

Successful applicants will be placed on an eligibility list. The selected candidate(s) must

successfully complete pre-employment clearances which may include a physical, drug screen, and fingerprinting.

The provisions of this announcement do not constitute an expressed or implied contract, and any provisions contained in the announcement may be modified or revoked without notice.


Administrative Manager Supplemental Questionnaire

ATTENTION APPLICANTS: Each applicant MUST complete this supplemental questionnaire as part of the application process. "See resume" and "see previous answer" are not acceptable answers to the questions below. Answers may be placed on a separate page as part of the application package.

By completing this supplemental evaluation, you are attesting that the information you have provided is accurate. Please acknowledge your understanding.

I attest that the information I am providing is accurate.                         Initials                                  

1)   Please describe your experience managing special projects. Give examples of projects including the purpose, size, budget, and timeline. If none, please indicate "N/A".

2)   Describe your experience preparing and writing reports, analysis of issues, or legislative summaries for management, elected officials or governing bodies. If none, please indicate "N/A".

3)   Please describe your experience developing, monitoring and/or analyzing financial reports, and/or operating budgets. If none, please indicate "N/A".

4)   Describe your experience managing contracts. If none, please indicate "N/A".

5)   For each software application listed below, please indicate if your level of proficiency is – None, Basic, Moderate, or Advanced, and any additional information you would like to provide.


·        Word

·        Excel

·        PowerPoint

·        Other


Vista Fire Protection District

955 Vale Terrace Dr, Suite A, Vista, CA 92084

(760) 688-7588



Job Application Form

Applicant Information

Full Name: _____________________________  Date:

Last                                  First                               Middle


City State ZIP

Phone:                                                  Email

Position Applied for: ADMINISTRATIVE MANAGER, Vista Fire Protection District



Note - You may be asked at a later date to provide proof of Citizenship or other authorization to work within the US.

Are you authorized to work in the U.S.?



Have you ever been convicted of a felony?


If yes, explain:


High School: ___________________________  Address:___________________________


Did you graduate?


College: ___________________________  Address:___________________________


Did you graduate?


Other:                                        Address:                                                    


Did you graduate?



Full Name: _______  Relationship:

Company:  ____________ Phone:




Full Name: _______  Relationship:

Company:  ____________ Phone:


Full Name: _______  Relationship:

Company:  ____________ Phone:


Employment History

Company:  ____________ Phone:

Address: ___________________________  Supervisor:__________________

Job Title:


Start date: _______________  End: _____________________ Reason for Leaving:_______________

Company:  ____________ Phone:

Address: ___________________________  Supervisor:__________________

Job Title:


Start date: _______________  To: _____________________ Reason for Leaving:_______________

Company:  ____________ Phone:

Address: ___________________________  Supervisor:__________________

Job Title:


Start date: _______________  To: _____________________ Reason for Leaving:_______________


Military Service

Branch:                                                 From:                                                      To:

Rank at Discharge:  _______________________ Type of Discharge:___________________________

If other than honorable, explain:

Disclaimer and Signature

I certify that my answers are true and complete to the best of my knowledge.

If this application leads to employment, I understand that false or misleading information in my application or interview may result in my release.

Signature: ___________________________  Date:___________________________

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