EMA Administrative Assistant

RESPONSIBLE TO:

Director of Emergency Services, plus occasional instruction and supervision from PEMA as approved by the Director of Emergency Services

OBJECTIVE:

To assist the Director of Emergency Services in the overall completion of required grants and budgets, update community data and recordkeeping, and also serve as the front-end reception for the Emergency Management Office and 911.

QUALIFICATIONS:

A. EDUCATION/TRAINING:

1. High School Diploma or equivalent required.

B. WORK EXPERIENCE:

1. 1-2 years of office experience is preferred.

BACKGROUND CLEARANCE:

Valid Pennsylvania State Police and/or FBI clearance.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

1. Must be able to speak and understand the English language as well as follow oral and written instruction.

2. Must possess initiative and problem-solving skills.

3. Must possess the flexibility to function both independently and efficiently with general public, staff, and others.

4. Must maintain personal integrity.

5. Must possess the ability to multi-task while meeting deadlines.

6. Must maintain confidentiality in regards to client information and records.

7. Must possess the technical knowledge of operating personal computers, typewriters, and other office equipment as necessary with accuracy and reasonable speed.

PHYSICAL AND MENTAL REQUIREMENTS:

1. Must be able to sit, stand, and walk intermittently throughout the workday with frequent twisting, stooping, bending, reaching, grasping, and lifting/carrying objects weighing a maximum of 10 pounds necessary to carry out essential job duties.

2. Dexterity requirements range from coordinated movements of fingers/hands to simple movements of feet/legs/torso as necessary to carry out essential job duties.

3. Must be able to pay close attention to details and concentrate on work.

4. Must demonstrate emotional stability.

DUTIES AND RESPONSIBILITIES:

1. Prepares and maintains the financial records and reports (monthly, quarterly, and/or annually) pertaining to the operation of the Emergency Services Department, including all funds and grant monies through preparation and mailings.

2. Assists with grant writing to obtain funding necessary for the operations of the Emergency Management Office and for the necessary training and equipment.

3. Prepares all requisitions needed for payment and responsible for ensuring budgets are met and managed properly, as well as other areas including maintaining correct balance in budget.

4. Works with the Deputy Directors as needed to calculate salaries and benefits for the purpose of the Emergency Management Performance Grant as well as the 911 funds through Act 12.

5. Updates municipalities, SARA facilities, and others in the area of the collection of fees. Sends related changes to PEMA. Collection of fees shall be turned over to the County Treasurer in a timely manner.

6. Works with auditors during reviews and audits.

7. Coordinates training courses throughout the county to prepare other organizations in times of disaster or emergency. Notifies all involved personnel. Assists with the completion of registration and assists the instructors with the logistics.

8. Maintains and updates databases and portals utilized within the Department of Emergency Services.

9. Maintains inventory of Hazardous Material supplies and orders replacements.

10. Attends meetings and training sessions as required.

11. Serves on committees or task forces as required.

12. Operates computers, fax machines, copiers, and other office equipment as needed.

13. Performs other job-related duties as required.

WORKING CONDITIONS:

1. Works indoors in adequate work space, lighting, temperatures, and ventilation.

2. Average indoor and outdoor exposure to noise and disruptions with above average stress.

3. Normal indoor exposure to dust/dirt.

4. Occasionally works beyond normal work hours or works on-call or on as needed basis.

Job Type: Full-time

Pay: From $14.45 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person