Administrative Assistant III - Emergency Operations

Basic Function

Provides a variety of administrative and clerical support to all divisions within the Department of Emergency Operations (EO), excluding Animal Control. The position has delegated signatory authority for expenditures up to $3,000. The incumbent may be required to work in the Emergency Operations Center (EOC) during EOC activations.

SALARY:

7A

REPORTS TO:

Emergency Services Administrator

POSITIONS SUPERVISED:

None

Typical Duties

1.    Provide initial point of contact duties to include: answering phones, taking messages, fielding questions, greeting public, providing technical information and directing calls to appropriate staff.

2.    Provide back-up  to the Animal Control Division Administrative Assistant as directed.

3.    Provide administrative and clerical support to department which includes but is not limited to: drafting and typing correspondence, ordinances, staff reports, and grant paperwork; records minutes of meetings, memoranda, and other documents; assists with preparation and management of vendor contracts; process incoming mail and prepare bulk mailings; processes Emergency Medical Services (EMS) / fire service area reimbursements, and EMS service fee reimbursement requests; processes and tracks applications to serve on department-supported commissions.

4.    Monitor expenditure budgets using a computerized soft ledger system. Maintain and reconcile soft ledgers (G/L, A/P, A/R, Payroll), process purchase orders, travel authorizations, and other financial documents. Process payments and deposits.

5.    Prepare a variety of financial and statistical reports and distribute monthly budget reports to division managers.

6.    Assist division managers and Director with annual budget preparation.

7.    Maintain and distribute vehicle registration for Borough-owned emergency response vehicles.

8.    Assist with the development of procurement specification and coordinate simple procurement functions to include soliciting RFQ’s and verbal bids from vendors; track purchases.

9.    Serve as department timekeeper and records coordinator.

10.   Maintain Emergency Operations Plan Resource contact lists.

11.   Assist with fire service area special elections.

12.   Assist with processing fireworks permits.

13.   Maintain and acquire office equipment and supplies.

14.   Assist in Emergency Operations Center during a disaster event with administrative tasks.

Position Requirements

MINIMUM QUALIFICATIONS:

1.    High School diploma or equivalent and three (3) years of office experience which includes general bookkeeping, budget preparation, procurement, and computerized financial account tracking. Demonstrated knowledge of current secretarial and administrative practices.

2.    Minimum of one (1) year computerized bookkeeping, accounting or office administration related coursework required. Experience with governmental accounting and governmental budgeting is preferred.

3.    Demonstrated ability to operate a personal computer. Proficient with Microsoft Windows, MS Word and MS Excel. Experience working with databases preferred. Ability to type and perform data entry functions with speed and accuracy.

4.    PREFERRED:  Ability to have and maintain a valid driver’s license and to meet insurance standards and maintain insurability under the Borough’s insurance program.  If personal automobile is used for Borough business, proof of insurance at statutory limits must be provided.  (A CURRENT COPY OF DRIVING RECORD WILL BE REQUIRED UPON REQUEST)

5.    PREFERRED:   Experience in emergency services and emergency management.

KNOWLEDGE, SKILLS, AND ABILITIES:

1.    Demonstrated ability to deal effectively and harmoniously with the general public, coworkers and outside agencies, sometimes in tense situations.

2.    Must be able to establish and maintain effective working relationships.

3.    Ability to multi-task and perform work in an organized and professional manner in a fast-paced work environment.

4.    Demonstrated ability to prepare accurate and concise reports and communicate clearly, both verbally and in writing.

5.    Ability to maintain confidentiality of information and use of independent judgment. Prefer knowledge of HIPAA rules and regulations.

6.    Ability to work after hours during emergencies.

7.    Successful completion of ICS 100 and 200 levels within (3) months of hire, and documentation unit leader is required within twelve (12) months of hire or as classes become available.

OTHER

:

1.    A PROFICIENCY TEST MAY BE ADMISTERED.

2.    This position requires a criminal background check.

Additional Information

JOB CONTACTS:

Frequent interdepartmental business contact, continuous routine public contact, and frequent contact involving outside organizations/agencies, vendors, contractors and other governmental agencies.

JOB RESPONSIBILITY:

Does not supervise; experiences many minor problems daily, and an occasional major one with little immediate supervision; must use own initiative and ingenuity in handling problems; the consequences of error, carelessness or mistaken judgment requires normal effort to recover.

WORK ENVIRONMENT:

General office where conditions are pleasant; good, clean conditions where accidents/hazards are negligible with minor hazard and accident probability when driving; requires short periods of light lifting, pushing or pulling (1-25 lbs.)