Administrative Assistant - OEM

Type:Full TimeSalary/Pay Rate:$45,000Posted Date:06/04/2024 2:33 PM

Office of Emergency Management

Full Time, 40 Hours/Week, Non-Exempt

Position Summary:

Provides primary administrative and clerical support for the Office of Emergency Management and the Emergency Services Training Academy. Skills of critical importance include the ability to handle diverse responsibilities with moderate supervision, handle multiple deadlines, interact with the public, volunteers, and work as a team member. This individual must possess excellent organizational, critical thinking, data management, and have excellent time management skills.

Essential Functions:

• Develops effective work methods so all work is completed by the deadline assigned.

• Prepare technical, scientific, financial, statistical reports, correspondence, timesheets, vouchers, purchase orders, charts, forms, tabulations, bills, and contracts.

• Assist the Director with preparing all emergency response plans as needed.

• Assist in the creation and maintenance of web sites, marketing and promotional materials as needed.

• Organize and tabulate responses to surveys and program evaluations.

• Composes routine and non-routine correspondence (electronically).

• Maintains electronic files and records.

• Maintains mailing lists and electronic databases.

• Assist in the development of monthly newsletters and communication with all partners.

• Develop online forms as needed.

• Answers the telephone, takes detailed messages accurately, and/or announces and refers calls to appropriate office personnel.

• Facilitates meetings by scheduling meeting rooms, notifying participants, and confirming attendance. Ensure proper meeting room setup and distribute agendas/outlines or other documents.

• Responsible for ensuring that all interns are set up with resources as needed.

• Will assist in supporting all grant related activities like data entry, creating reports, budget reconciliation etc.

• Position will perform other administrative duties as determined by the Director.

• Maintain confidentiality with all correspondence and information concerning matters of homeland security.

Qualifications:

• The position requires two years of experience in an administrative role.

• Three years of experience in a field related to emergency services.

• The position must be a graduate from an accredited college or university.

• Ability to learn new technology.

• The incumbent must possess a thorough knowledge of modern office practice and procedures.

• Must exercise initiative and solid judgment.

• Must have the ability to establish and maintain effective working relationships with the public, other agencies and employees.

• Excellent communication skills.

• Ability to handle diverse responsibilities and multiple deadlines with moderate supervision.

• Proficient in Microsoft Office, Data Entry, Basic Accounting

Preferred Qualifications:

• Knowledge of County policy and procedures