Emergency Management Assistant

Job Summary:

Under general direction, assists the Emergency Management Agency (EMA) Coordinator and staff with administrative duties; maintains EMA office/Emergency Operations Center (EOC); assists with the maintenance of the integrated plans for emergency preparedness programs; assists with training and exercises to develop coordinated responses to hazards, disasters, and civil emergencies; assists with supervising EMA/EOC volunteers; works in various roles within the EOC during emergencies and disasters as assigned. 

Supervision:

Receives general supervision from the EMA Coordinator.

Essential Duties and Responsibilities:

Important and essential duties may include, but are not limited to, the following:

• Maintain financial/grant records, files, and budgets related to operations, programs, and expenditures of the EMA office/EOC, including detailed logs of expenditures for each line item in the budget; complete voucher, credit cards/invoices
• Process payroll and supporting documentation for EMA/EOC staff
• Maintain training records, Timesheet/TURK reports, and other related documents for EMA/EOC staff and volunteers
• Draft and track emails related to EMA projects, trainings, and activities
• Maintain meeting minutes for all EMA meetings and trainings; Track attendance; Update and maintain in-kind hour tracking for grant purposes
• Frequently update and maintain contact, personnel, and resource/equipment lists; Update software/platforms
• Order supplies for the office and the Emergency Operations Center; Maintain log/inventory of supplies; Maintain the EMA office/EOC & storage areas
• Assist the Coordinator and other staff with the day-to-day operations of the department as assigned
• Assist the Coordinator and other staff with scheduling meetings & trainings, update the calendar
• Assist coordination efforts with local, state, and/or federal officials and the public to ensure the timely delivery of disaster assistance
• Prepare and file reports for the department
• Assists with updating website information & preparing social media posts
• Assists the Coordinator with supervising EOC/EMA volunteers
• Assist in the EOC as needed during disasters/events (may not always be during normal hours of operation/on-call duties as required)
• Attends required and/or assigned training and exercises
• Other duties as assigned
• This position has the potential for future growth within the department.

Qualifications/Requirements: 

• High School Diploma or equivalent
• Prefer a minimum of two (2) years of general office experience
• Must be fluent in Microsoft Word and Microsoft Excel
• Must have a working knowledge of social media platforms
• Attend work as scheduled and/or must be able to report during disasters/hazardous conditions.
• Must have a valid driver’s license
• Must be able to pass a background check upon initial hire and on an annual basis.
• ICS/NIMS 100, 200, 700, 800, and 2200 (within 6 months of hire)
• Must be detail-oriented
• Possess the ability to multitask
• Work independently to complete required assignments in a timely and organized manner. Complete all assigned tasks accurately and  
• Possess the ability to contribute to a team effort by accomplishing related tasks as
• Possess strong written and verbal communication skills as well as excellent interpersonal skills when dealing with citizens, agencies, and other employees
• Possess the ability to establish good rapport with individuals, often under difficult circumstances
• Must be able to exercise discretion over sensitive and confidential issues related to the department and its business
• Possess the ability to develop and maintain a general understanding of the regulations and other information that is related to the functions and services of the department.
• Experience or interest in emergency management, emergency services, and/or operations is preferred.

Salary : $40,000 - $45,000