JOB OBJECTIVES: Under the supervision of the Director & Deputy Director, incumbent is responsible for clerical support services, secretarial, and administrative functions for the PC EMA, Specialty Response Teams and Local Emergency Planning Committee (LEPC).

ESSENTIAL JOB FUNCTIONS:

Manage daily office procedures and perform various clerical duties; maintain and order office supplies; prepare memos and letters; copy, file and distribute correspondence; complete IT and maintenance requests as needed.

Serve as primary point of contact with County offices, other government entities, and the public; manage all correspondence/inquiries via phone and email; provide information regarding department policies, procedures and operations.

Collect, analyze, and input bi-weekly payroll, personnel action forms, and payroll change forms; balance and prepare final earnings proof; create reports and maintain pay status records for sick leave, overtime, comp time, vacation, and personal leave.

Process financial requests for registration, travel, lodging and expense reimbursement.

Prepare and process pay-ins for PC EMA, HazMat, USAR, WRT, and LEPC, and file documentation accordingly.

Research and resolve billing problems with vendors.

Create reports for yearly Audit and GAAP Conversions.

Maintain records and filing, including preparation of records for retention or destruction pursuant to schedules and statutory guidelines; respond to audit requests from state and federal partners; keep up to date contacts and call lists for PC EMA, LEPC, HazMat, Local Fire Department, Local Police Departments, Health Departments, Mayors, Trustees, Media Lists, Schools, Ohio EMA, and other various rosters.

Maintain secure and confidential records including personnel and medical records; maintain documentation for volunteers and training provided by PC EMA.

Coordinate community requests for EMA assets and vehicle maintenance, including calendars and correspondence regarding drop off/pick up.

Assist EMA staff with reviewing, compiling, and submitting recurring and non-recurring grants. Prepare grant application signature pages, resolutions, journal entries, acceptance documents, quarterly fiscal reports, cash requests and consent agendas for Department of Budget & Finance Management review and EMA meetings with the Board of Commissioners.

May serve as the LEPC Secretary and manage LEPC meeting calendar; maintain permanent records/official files of LEPC minutes, agendas and resolutions; LEPC bylaws, policies database, corrective actions, and correspondence files.

Assist in the recruitment of LEPC members, including outreach letters, emails and phone calls; maintains attendance tracking and communications with current members.

Assist EMA staff with planning and coordination of LEPC/EMA exercises, training and educational workshops. Secure supplies, materials, facilities, venues, signage, food, drinks, and other services that enable the events to function smoothly. Coordinate event registration, attendee tracking, presentation materials support, and pre- and post-event evaluations and certificates. Arrange for necessary support personnel.

Ability to maintain multiple records and to oversee a variety of projects and information without daily or direct supervision.

Ability to accurately maintain records and assure complete documentation. Ability to respond to audit requests.

Ability to communicate effectively, both orally and in writing.

Knowledge of word processing programs and functions, office information systems and legal terms.

Ability to proficiently utilize word processing, database and spreadsheet software.

Knowledge of basic office procedures.

JOB REQUIREMENTS

Equipment: Ability to operate the following equipment: telephone, computer, calculator, fax machine, and copier. Must be proficient in Microsoft Office suites: Word, Excel & Adobe and learn Portage County’s financial system: Tyler Technologies MUNIS.

Critical Skills/Expertise:

Knowledge of Robert’s Rules of Order

Knowledge of the Ohio Revised Code, State-auditing procedures.

Knowledge of the Ohio Revised Code, Ohio’s Public Record ACT.

Knowledge of the Ohio Revised Code, Emergency Response Commission.

Knowledge of the Ohio Revised Code, Countywide Emergency Management Agency.

Knowledge of the Ohio Revised Code, Records Commission

Knowledge of Robert T. Stafford Disaster Relief and Emergency Assistance Act

Knowledge of the National Incident Management System

Knowledge of Presidential Policy Directive / PPD-8: National Preparedness

Knowledge of Homeland Security, Emergency Management Agency, and LEPC policies and procedures.

Knowledge of procedures for applying for grants pertaining to EMA/LEPC.

Ability to prepare periodic information and financial statements and reports.

Ability to maintain multiple records and to oversee a variety of projects and information without daily or direct

Job Standards: High School diploma and two (2) or more years of related experience. Bachelor’s degree in emergency management is desirable.

License, certification or other requirements: Must possess a valid Ohio driver’s license and maintain continuing eligibility under the existing County driver eligibility standards.

Completion of FEMA Emergency Management Institute IS-100, 200, 700, 800