What are the responsibilities and job description for the SAR Administrative Assistant position at Gallatin County?
This position is located within the Search and Rescue (SAR) Division of the Gallatin County Sheriff’s Office (GCSO). This position will provide technical and administrative support to the Search and Rescue Captain and Training Coordinator, including administrative functions and special project assistance. This will include responding to inquiries from the public and SAR volunteers, managing schedules, ordering office supplies and search and rescue supplies. Position will be responsible for GCSO – SAR accounts payable and accounts receivable processing in coordination with the GCSO Chief Financial Officer. Other duties as assigned, including some after-hours/weekend work, vehicle and equipment support, and scribe for emergency response at SAR events. The position will be supervised by the SAR Captain.
SAR ADMINISTRATIVE FUNCTIONS
- Responds to inquiries from public and volunteers, processing mail, modifying office procedures, maintaining calendars for SAR Captain and Training Coordinator (including training locations, inviting attendees, etc.), referring difficult or confidential matters to the appropriate staff, and other duties as assigned.
- Processes SAR A/P and A/R documents, reviewing and paying SAR reimbursements, tracking funds from outside agencies, verifying Goods and Services are appropriately received and accounted for including supporting the Training coordinator with asset forms and disposal, ordering office and SAR supplies and equipment.
- Reviews and submits for reimbursements through the MSPOA SAR Subcommittee or BSRAD for missions, training, and equipment.
- Assists in estimating budget requirements in preparation of the annual budget for the SAR division. Maintains the SAR Budget worksheet externally to Munis.
- Coordinates and attends meetings and training and acts as Record Keeper by taking notes, meeting minutes, and providing reports.
- Assists in the planning and development of new policies and procedures, including development of new methods of operations, incorporating new technology, and new approaches to educate backcountry users.
- Assists the Training Coordinator in ordering and presenting training materials.
- Acts as the Public Information Officer for GCSO – SAR, including answering questions, promoting backcountry safety, educating the public and handling SAR social media in addition to assisting the SAR Captain in SAR reports to the public. Sending press releases as appropriate.
- Prepare monthly, quarterly, and annual reports including the SAR Annual Report.
- Responds, occasionally, to on-site SAR events in the field at the actual scene including rugged terrain events (mountains, rivers lakes, etc.). Tasks include, but are not limited to record keeping, maintaining logs in real time, taking photographs, updating social media, moving vehicles and equipment, etc. Tasks and duties will vary depending upon the SAR event.
- Maintains an overall inventory of all SAR equipment in all locations.
- Maintains insurance for vehicles, volunteers, SAR Dogs, SAR equipment.
- Administers and maintains software that includes paging for deputies and volunteers, D4H data tracking, SAR Topo mapping, etc.
- Coordinates recruitment and schedules onboarding/orientation of new volunteers.
- Ensures proper background investigation is completed on all volunteers.
- Maintains, on average 150 volunteer medical, background, training, and mission records.
- Prepare report on SAR volunteers’ hours for Human Resources to pay workers’ compensation. Help prepare and answer questions about workers’ compensation claims.
- Attends MSPOA SAR Subcommittee meetings.
- Provides educational presentations when requested at the state level, including but not limited to, MLEA and APCO.
- Assists the SAR Captain with the overall operations / upkeep of the SAR Building.
OTHER DUTIES AS ASSIGNED
Performs a variety of other duties assigned by the Sheriff. This includes coordinating special projects and events, system research and analysis, attending meetings and special events, and attending continuing education and training as required. If the County Commission proclaims a local emergency due to an actual or threatening disaster such as an earthquake, fire, riot, flood, etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery
This work requires a working knowledge of local and state statutes, rules, regulations, procedures of county government and research methods and knowledge of appropriate sources of information needed to carry out administrative and program support associated with the SAR operations to support in clerical and administrative functions. This position requires you to have the skills and abilities to operate standard office equipment and software, including MS Office suite, financial software, all SAR software and manual and electronic database management methods and techniques. The ability to communicate effectively verbally and in writing is required in this position and they must be able to maintain composure in stressful situations. Position must be able to maintain the integrity of sensitive and highly confidential information; exercise courtesy and tact in receiving the public and staff, and in giving and obtaining information in person and over the phone; and establish and maintain cooperative relationships with those contacted in the course of work
The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to graduation from high school and at least three (3) years of related administrative work experience.
As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation.
Be prepared to attach the following required documents:
- Cover Letter
- Resume
- Three (3) work references
Gallatin County is an equal opportunity employer. All applicants will be considered for employment on the basis of merit and qualifications without regard to race, creed, religion, color, or national origin or because of age, physical or mental disability, marital status, or sex when the reasonable demands of the position do not require an age, physical or mental disability, marital status, or sex distinction.
Salary : $23 - $27