What are the responsibilities and job description for the Preparedness Section Program Assistant (EMPS 1) position at State of Washington Military Department?
Description
Preparedness Section Program Assistant
Emergency Management Program Specialist 1
Emergency Management Division
Camp Murray, WA
Under the supervision of the Preparedness Section Manager, perform professional emergency management duties to support multiple programs using established procedures to complete assignments in support of higher-level professional staff for emergency management programs in the Preparedness Section.
Emergency Management Division
As part of the Military Department, the EMD leads and coordinates mitigation, preparedness, response and recovery in Washington State to minimize the impact of disasters and emergencies on the people, property, environment and economy.
The state's Emergency Management Division is a civilian (non-military) division of the Washington Military Department.
About the Washington Military Department
Protecting people is our passion. At the Washington Military Department, we combine our unique talents to create safer communities and ensure our neighbors and loved ones can recover from whatever emergency might arise. Our agency unites civilian employees with members of the Washington National Guard, creating a team that is deeply committed to public service. We go home at night knowing that our day-to-day work supports activities that truly make a difference. Whether that's partnering with our communities to prepare for a disaster, leading an emergency response, hiring top-notch talent or supporting at-risk kids at our Washington Youth ChalleNGe Academy - the Washington Military Department seeks to safeguard our way of life and those that call Washington home.
To learn more about the Washington Military Department, please visit: www.mil.wa.gov
In addition to job fulfillment, the Washington Military Department offers an excellent benefits package which includes exceptional health care coverage, a retirement savings plan and job training opportunities.
Duties
Responsibilities include:
- Reconcile invoices, maintain spreadsheets, enter budget projections, review invoices for accuracy and correct charge codes, identify and report over/under-expenditures, and inform program coordinators/managers on the specific condition of budgets and variances.
- Collect, track and review data to support the review and implementation of emergency plans and standard operating procedures.
- Develops, receive, track, and process A-19 invoice voucher payments for programs and sub-grantees.
- Develop, receive, track, and process A-40 travel authorization requests to ensure reimbursements are appropriate and comply with departmental, grant, and fiscal requirements.
- Assist in data collection and analysis.
- Maintain project management databases and tracking systems.
- Provide administrative and programmatic support for meetings, training, and exercises, to include roster management, agenda preparation, meeting notes, and coordination of support services.
- Perform administrative and advanced secretarial support duties with delegated authority to carry out higher-level administrative duties and/or coordinate administrative support functions for the Preparedness Section.
- Support the Preparedness Section’s programs, including Continuity, Local Emergency Planning Committees and Hazardous Materials, Planning, Radiological Emergency Preparedness, and Training and Exercise. Coordinates administrative, logistical, and contracting support functions with other Division and Department staff specialists.
- Assist in the creation, development, and upkeep of the section’s webpages, SharePoint environment, distribution lists, mass email platforms, calendars, and other documentation and messaging tools.
- Advise and assist section staff and the Preparedness Section Manager on document retention, records requests, and Section 508c compliance.
- Assist Section Manager and program staff in developing, updating, maintaining, and deconflicting processes with internal and external partners and clients.
Qualifications
REQUIRED QUALIFICATIONS
A combination of education and experience may be considered on a year-for-year basis. Experience must be relevant to the position.
Bachelor’s degree.
Professional level experience in emergency management, financial management (grant, contracting, claims management, budgeting), training or education, public information or affairs, program or project management.
Experience working in an emergency management organization at or above the Office Assistant Senior or equivalent level will substitute, year for year, for education.
DESIRED QUALIFICATIONS
Preference may be granted to applicants with the following:
Experience:
- Developing, updating, maintaining and preparing the section budget documents using spreadsheet and word processing.
- Assisting in the development, implementation, monitoring, and evaluation of program or grants for federal, state, local governments, or private entities.
- Emergency management, preparedness, and response activities.
- Emergency Operations Center or similar operational environment at the program or operational level.
- Grants Management: Experience assisting in the development, negotiation, implementation, monitoring and evaluation of grants for federal, state, local governments, or private entities.
- Tracking Systems: Ability to develop and maintain tracking systems.
- Analyze Data: Ability to use data and information to assess and understand issues, evaluate options, form conclusions, and make decisions.
- Use Microsoft Office Suite (Word, Excel, SharePoint, Access, or similar programs) to develop documents in support of program requirements.
Supplemental Information
Compensation: Wage/salary depends on qualifications or rules of promotion.
CONDITIONS OF EMPLOYMENT
Background Investigation: Must successfully complete the appropriate background checks required for employment. Must be willing to sign releases of information and shall not have access to any investigative materials and files. The processing of background checks can take up to six months post-employment. Failure to successfully pass a background check may be cause for termination.
Union Shop Provision: This position is represented by Washington Federation of State Employees (WFSE).
Driver's License:
- Valid to drive in the State of Washington.
- Must meet requirements of the REAL ID Act. This is required for base access and will be required upon hire.
Military Facility: Willingness to work on a Military Controlled Access Installation.
Camp Murray and Fairchild AFB utilizes the Defense Biometric Identification System (DBIDS) for entry to the installation. Must meet access requirements / background check which can be found in the Camp Murray Access Requirements Policy (Unified Policy No. 18-01). This includes possession of an Enhanced Driver’s License, or other REAL ID Compliant Identification.
Work Hours: A choice between Tuesday through Friday (4/10 schedule): Monday through Thursday (4/10 schedule): or Monday through Friday (5/8 schedule). The actual hours will start no earlier than 6:00 am and end no later than 6:00 pm and will include core business hours of 8:00 am to 4:00 pm.
Telework: This position may be eligible for some telework. The incumbent will work with their supervisor to identify an appropriate work schedule and balance between remote and in person work based on operational need and employee preference. Reporting to the workstation for work activities or participating in-person meetings will be required.
Emergency Assignment: Upon activation of the State Emergency Operations Center (SEOC) or Joint Field Office (JFO), incumbent may be required to work in an alternate location with rotating shifts, including weekends and evenings, in a highly stressful and fast-paced environment.
Travel: Occasional statewide travel may be required up to 10% to include overnight stays.
** HOW TO APPLY **
Applications for this recruitment will be accepted electronically via www.careers.wa.gov. It is very important that the "Work Experience" and "Supplemental Questionnaire" portion of the application is completed in as much detail as possible.
In order to be considered for this opportunity, please include the following with your online application:
- An attached Resume outlining your experience to date.
- An attached Cover Letter that further explains your qualifications and indicates why you believe you are a viable candidate for this role.
- Contact details for a minimum of three (3) professional references. Please include at least two (2) past/current supervisors, one peer and/or subordinate, if applicable. For each reference include the following:
- Name
- Professional Title
- Working Relationship
- Daytime Phone Number
- Email Address
** A resume will not substitute for completing the "work experience" section of the application.
The information provided in your application must support your supplemental questionnaire responses. Responses not supported in your application will disqualify you for consideration of employment from this recruitment.
Failure to attach the requested resume and/or cover letter may preclude you from consideration from this recruitment.
This recruitment may be utilized to fill additional Emergency Management Program Specialist 1 vacancies for an additional 60 days after the recruitment closing date.
If you have questions about the application process or this recruitment, please email Geri Harding at geri.harding@mil.wa.gov
Technical Support: Reach out to NEOGOV directly at 1-855-524-5627 for technical support and login issues.
The Washington Military Department is an equal opportunity employer. We value the importance of creating an environment in which all employees can feel respected, included, and empowered to bring unique ideas to the agency. Our diversity and inclusion efforts include embracing different cultures, backgrounds and viewpoints while fostering growth and advancement in the workplace. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, disabled and Vietnam era veterans, as well as people of all sexual orientations and gender identities are encouraged to apply. Persons with disabilities and/or limited English proficiency needing assistance in the application process, or those needing this job announcement in an alternative format may contact the Recruitment Section of State Human Resources at: Email: geri.harding@mil.wa.gov , Call: (253) 512-7384, or 711.
