Administrative Aide - Fire And Rescue Services, Office Of Emergency Management

Howard County

Conveniently located in the heart of central Maryland between Baltimore and Washington, Howard County offers the charm of a historic past mixed with the excitement of a cosmopolitan community.

Howard County Government

Howard County Government is a leader in innovation, sustainability, and consistently ranked as one of the best places to live and work in the country. In 2023, Howard County Government received a record-breaking 51 Achievement Awards from the National Association of Counties (NACo) - the most in the state of Maryland. NACo is the leading organization representing county-level government operations. These awards recognize innovative and transformative programs that provide new services for county residents, improve existing programs, upgrade working conditions, and enhance citizen participation and public policymaking.

What are we looking for?

We are looking for outstanding individuals to join our team and contribute to excellence in Howard County operations.

What you'll like most about working at Howard County Government:

• We are committed to workplace excellence in every area of County government.

• We have a highly talented, diverse, and inclusive workplace.  Your input will not only be heard, but it will be encouraged!  

• We offer competitive compensation and great benefits including medical, retirement, and wellness programs.

• As a member of the Howard County Government team, you'll be helping drive our culture and directly impact what makes us an amazing place to work.

POSITION SUMMARY:

The Administrative Aide position works independently to assist with and support a variety of emergency management programs, projects, and administrative tasks with the direction from Director of Emergency Management, Deputy Director, or designee staff.

This position must be able to travel to work sites independently to attend meetings, events, and other related work. Please note, this position may require a flexible work schedule to attend community functions, work with allied organizations, and participate in active emergency operations as needed.

STARTING SALARY HIRING RANGE:

$22.72 - $27.19

$47,266 - $56,558

CLASS DESCRIPTION:

Performs advanced technical level administrative support work, which may include supervisory responsibility, under general supervision from an administrative or technical superior.  Work typically involves administrative support, technical tasks and secretarial work assisting legal staff or an executive level government official.  Applies bookkeeping, accounting and data processing principles to accounting and financial record keeping and reporting systems at the advanced technical level.   Work at this level may also include independent responsibility for a significant administrative or clerical process. Include the following. Other related duties may be assigned.

• Serves as intermediary on behalf of Director with other departments and organizations.

• Manages Director's calendar, greets callers and visitors, prepares correspondence, and schedules appointments.

• Answers the office's public facing phone and email; triages responses to appropriate staff.

• Maintains confidential matters and handles sensitive material and information, including but not limited to assisting with hiring and onboarding in coordination with Office of Human Resources.

• Assists with office organization, upkeep, supply re-ordering (uniforms, business cards, Emergency Operations Center (EOC) and office supplies, etc.), and daily logistics.

• Maintains OEM's reference library, key officials, databases, paper records, files, digital records and media.

• Schedules meetings and assists in the preparation of agendas; attends meetings to take notes, provides support, and then prepares and distributes notes or minutes.

• Compiles and prepares monthly reports, vehicle mileage reports, and staff office leave/travel accommodations for conferences and events.

• Prepares meeting rooms prior to scheduled events.

• Runs local errands (in County-provided vehicle) and may attend off-site meetings related to office business.

• Assists with outreach events.

• Assists with budgeting, procurement and contracting, expenditure tracking, reporting for both approved operating budgets and grant funds.

• Maintain statistical data, research issues, and draft reports.

• May serve as an Essential/Emergency Employee and may staff the Emergency Operations Center (EOC) when activated.

Associates' Degree and two (2) years of experience or equivalent combination of education and experience.

PREFERRED EDUCATION, KNOWLEDGE, SKILLS, AND ABILITIES:

• Exemplary professional writing, communication (written and oral), and organizational skills.

• Exemplary interpersonal skills.

• Experience working with diverse stakeholders/customers.

• Experience working with Microsoft Office products (Word, Excel, PowerPoint, Outlook, SharePoint) and other technology including virtual communication platforms and project management software.

• May require a flexible work schedule to attend community functions, work with allied organizations, and participate in active emergency operations.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to talk or hear.

• The employee frequently is required to sit; stand; walk; use hands to handle or feel; and reach with hands and arms.

• The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl.

• The employee must frequently lift and/or move up to 20 pounds and occasionally lift and/or move up to 40 pounds.

• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

• Employees are occasionally required to wear personal protective equipment such as hearing protection, hardhats, safety glasses and/or goggles, and respiratory protection and must complete required safety training.

• While performing the duties of this job, the employee is frequently exposed to outside weather conditions.

• The employee is occasionally exposed to extreme outdoor environments and high, precarious places.

• Traveling to sites, physically traversing the ground and visually inspecting the work area, attending meetings onsite or in other offices.

• The noise level in the work environment is sometimes moderate.

LANGUAGE SKILLS, MATHEMATICAL SKILLS AND REASONING ABILITY:

• Exemplary professional writing, communication (written and oral), and organizational skills.

• Exemplary interpersonal skills.

• Experience working with diverse stakeholders/customers.

• Experience working with Microsoft Office products (Word, Excel, PowerPoint, Outlook, SharePoint) and other technology, including virtual communication platforms and project management software.

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.

• Ability to write routine reports and correspondence.

• Ability to speak effectively before groups of customers or employees of organization.

• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.

• Ability to apply concepts of basic algebra, geometry, and statistics.

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

• Ability to deal with problems involving several concrete variables in standardized situations.

• Ability to travel to and move around job sites independently to attend meetings, events, and other related work.

Possession of a valid driver's license.