Management Assistant - Emergency Management

This is the third level in the administrative support series. Performs a variety of moderately complex administrative activities in support of the Emergency Management division and programs. May manage executive calendars, monitor and divisional budgets, create reports and documents, prepare agendas and minutes, provide information and reports as directed, and monitor contracts, budget files and or expenditures. May oversee projects of moderate complexity as assigned.

• Manages the calendars of the department head, scheduling appointments and meetings.

• Maintains calendar of office/division activities, meetings and various events; plans, schedules and coordinates appointments, meetings, interviews, training, special events and meetings among several departments and/or external organizations.

• Answers phones and directs calls; greets visitors as needed.

• Types and proofreads correspondence, reports, legal documents, marketing materials brochures, and may assist in preparing comprehensive reports and planning documents.

• Composes, edits and proofreads a variety of documents including letters, memos, notices, flyers, forms, brochures, newsletters, agendas and other materials for internal and external use.

• Arranges for meetings including preparation of agenda, attendee invites, reservation of facilities, hand-out materials, catering, guest speakers, etc.

• Attends meetings; record, prepare and distribute minutes.

• Maintains budget files; tracks, monitors, and reconciles department or program budget accounts, expenditures, transactions, and reports; investigates discrepancies; may assist in estimating expenditures for a program or division.

• Coordinates the City Council agenda processes for a department or division; compiling staff reports and related documents; coordinating the duplication, collation, and submission of agenda documents by deadlines.

• Processes and verifies general financial and purchasing functions and entries which may include purchase requisitions, service orders, invoices, check requests, and pro-card reconciliations.

• Responds to inquiries from internal and external customers and resolves more complicated requests, ensuring customer service excellence.

• Reviews and processes requisitions and ensures that content is accurate and conforms to current policy.

• May coordinate and monitor contract renewals and submissions for department, including monitoring approval deadlines, ensuring that all signatures and approvals are received, routing the contracts where needed, etc.

• May make travel arrangements for as needed for department management / staff and prepare authorizations for reimbursement.

• May prepare Personnel Action forms as needed.

• May assist with grant submission process; may track and monitor grant expenses.

• Coordinate with external agencies on various programs and events.

• Prepares reports, financial records, and manuals; assists in the preparation of quarterly and/or annual reports.

• Conducts research and gathers information from multiple sources for divisional or department projects.

• Creates, updates, and maintains databases specific to a program, division or department.

• Attends departmental or citywide meetings; records and distributes meeting minutes as appropriate.

• Orders, stocks, and distributes office supplies, uniforms, and equipment for work unit; matches invoices to packing slips and validates deliveries; resolves any issues with the vendor.

• Establishes, organizes, maintains filing system; scans and indexes records into electronic document management systems; performs records retention and destruction.

•  Coordinates meetings, prepares agendas, assembles materials, takes and transcribes minutes; follows up on committee assignments. May serve as administrative support for various committees.

• As requested, oversees projects of moderate complexity, coordinating efforts and activities with other departments

• May lead the work of a small number of administrative support staff.

• May respond to a varied and often complex requests or complaints from employees or the general public.

• Performs other related duties as assigned.

Three years of progressively responsible experience providing moderately complex administrative support and management assistance, preferably working in a similar role and department.

Knowledge of:

Departmental policies and procedures

Record keeping practices and procedures

Customer service procedures and techniques

Standard office practices and procedures

Budget monitoring and tracking

English spelling, grammar and punctuation

General bookkeeping practices and methods

Skill in:

Typing, word processing, data entry and office machine operation

Computer operation and applicable software

Ability to:

Plan, organize and prioritize work assignments

Operate computers with an intermediate proficiency in office software applications

Communicate effectively, both orally and in writing

Establish and maintain effective working relationships

Meet deadlines of multiple competing projects

Maintain the confidentiality of sensitive information

Perform arithmetic calculations with speed and accuracy

Establish and maintain complete and accurate record keeping and filing systems

Follow oral and written instructions

Respond to requests and inquiries tactfully and courteously

Gather data and prepare written correspondence and reports

Track, monitor and reconcile budgets

Any equivalent combination of training and experience that provides the required knowledge, skills and abilities is qualifying.

Success Factor Classification Level - Foundational

Success FactorsDefinitionsClassification LevelsPersonal Accountability & IntegrityTakes personal responsibility for the quality and timeliness of work and in complying with organizational rules, policies and procedures. Earns others' trust and respect through consistent honesty and professionalism.Foundational, Professional/Supervisory, Managerial, ExecutivesTeambuilding & Collaborative RelationshipsInspires and fosters team commitment, spirit, pride and trust; develops cooperative working relationships with others.Foundational, Professional/Supervisory, Managerial, ExecutivesEffective CommunicationConveys information respectfully, credibly, and effectively.Foundational, Professional/Supervisory, Managerial, ExecutivesContinuous Learning & DevelopmentAssesses and recognizes own strengths and weaknesses; takes initiative in pursuing self-development and learning to expand skills and increase knowledge.Foundational, Professional/Supervisory, Managerial, ExecutivesCommitment to Service ExcellenceStrives to excel in meeting the needs of both internal and external customers in a fair and equitable manner. Delivers high-quality services with a commitment to continuous improvement.Foundational, Professional/Supervisory, Managerial, ExecutivesInnovationApplies original thinking in approach to job responsibilities and to improve processes, methods, systems or services.Foundational, Professional/Supervisory, Managerial, ExecutivesWorking Conditions

Work is primarily conducted in office setting.

May require travel with the emergency management team to offsite locations when needed.

May require overtime and/or non-regular work hours if events or incidents occur on nights, weekends, and/or holidays.