Incumbent serves as Administrative Assistant/EOC Manager for the Morgan County Emergency Management Department, responsible for managing operations center, assisting with Emergency Management functions, and processing claims for payment.

DUTIES:

Answers telephone and greets office visitors, providing information and assistance, responding to inquiries, and/or directing callers to appropriate individual or department.

Performs general clerical duties including filing, faxing, mailing, copying, preparing correspondence and memos, and receiving and distributing incoming mail.

Maintains hard-copy and electronic filing systems.

Prepares agendas and schedules for meetings. Records, compiles, transcribes, and distributes meeting minutes.

Schedules and coordinates meetings, appointments, and travel arrangements for managers or supervisors.

Maintains all equipment in Emergency Operations Center.

Managers EOC during disasters coordinating with applicable ESF’s and coordination with State EOC.

Prepares NIMS documents for Incident Commander and manages work periods.

Maintains budget line items and pays invoices.

Maintains grant reports.

Maintains office supply inventory, ordering supplies when needed.

Performs related duties as assigned.

JOB REQUIREMENTS AND DIFFICULTY OF WORK:

High school diploma or GED.

Ability to meet all employer and department hiring requirements, including passage of a drug test.

Ability to pass National Incident Management System (NIMS) 100, 200, 300, 400, 700, and 800 trainings.

Working knowledge of standard office procedures and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.

Working knowledge of grant writing.

Working knowledge of various software and computer programs used by the department including Microsoft Office Suite and general accounting/bookkeeping procedures.

Working knowledge of standard English grammar, spelling, and punctuation and ability to prepare detailed reports.

Ability to properly operate various office equipment, including computer, calculator, fax machine, copier, telephone, and vehicle.

Ability to file, post, and mail materials.

Ability to effectively communicate orally and in writing with co-workers, other County departments, vendors, various State offices, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

Ability to provide public access to, or maintain confidentiality of, department information and records according to state requirements.

Ability to comply with employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to understand, memorize, retain, and carry out written and oral instructions and present findings in oral or written form.

Ability to count and make simple arithmetic calculations.

Ability to compare or observe similarities and differences between data, people, or things.

Ability to compile, collate or classify data, analyze observe, coordinate, make determinations, and take action based on data analysis.

Ability to analyze data to discover facts or develop concepts.

Ability to read/interpret detailed prints, layouts, and maps.

Ability to work alone with minimum supervision and with others in a team environment.

Ability to work on several tasks at the same time and occasionally work rapidly for long periods, often under time pressure.

Ability to perform arithmetic calculations.

Ability to apply knowledge of people and locations and plan/layout assigned work projects.

Ability to occasionally work extended hours, weekends, and/or evenings, regularly travel out of town for meetings, but not overnight, respond to emergencies on 24-hour basis, and serve on 24-hour call on rotation basis.

Possession of a valid driver’s license and demonstrated safe driving record.

RESPONSIBILITY:

Incumbent performs duties according to a flexible, customary routine with work priorities determined by supervisor. Assignments and objectives are set jointly by immediate supervisor and incumbent with some flexibility in the job. Periodically, decisions are made in the absence of specific policies. Errors in work are usually prevented through standard bookkeeping checks, procedural safeguards, and prior instructions from supervisor. Undetected errors may result in work delays in other departments/agencies.

PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, and the public for the purpose of exchanging information.

Incumbent reports directly to Emergency Management Director and/or Deputy Director.

PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment and vehicle, involving driving, sitting/walking at will, sitting/standing/walking for long periods, lifting/carrying objects weighing over 50 pounds, pushing/pulling objects, bending/reaching, crouching/kneeling, keyboarding, close/far vision, color/depth perception, handling/grasping objects, speaking clearly, and hearing sounds/communication.

Incumbent occasionally works extended hours, weekends, and/or evenings, regularly travels out of town for meetings, but not overnight, responds to emergencies on 24-hour basis, and serves on 24-hour call on rotation basis.