Administrative Assistant / Planning Specialist
Location: 13503 Acme Rd, Shawnee, OK 74804 Supervisor: Director of Emergency Management Phone: 405-878-2332 Email: firstname.lastname@example.org Description
POSITION PURPOSE: Under the general guidance and direction of management, assists with the efficient operation of the Emergency Management department. Serves as department receiving officer and inventory coordinator, and is front-line point of contact for departmental payment, and expenditure tracking. The Administrative Assistant will assist in NIMS compliance, contract and budget review, social media management, and public emergency management education.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Include but are not limited to the following: -Maintains regular attendance at work and is consistently on time. At times, may work at other county facilities or off-site locations. Provides exceptional customer service and works to resolve all issues in an expedient manner. Fosters an atmosphere of teamwork and open communication. -Supports the Emergency Management team with administrative functions including schedule coordination, annual agreement reviews and document preparation and management. -Acts as receptionist for department. Answers phone, greets visitors, and provides general information related to departmental day-to-day questions, needs and inquiries. Receives, sorts, and distributes mail to appropriate individuals. -Serves as department Receiving Officer. Tracks departmental expenditures, and updates budget data in financial systems. Completes requisitioning and invoice payment processes and utilizes internal software. May assist with required research prior to purchase. Maintains compliance with County guidelines. -Assists with inventory coordination involving equipment in multiple locations throughout Pottawatomie County. -Actively monitors required training to maintain NIMS compliance and is responsible for tracking and maintaining active FCC licensure -Assists with maintaining the Emergency Management social media pages and public education. -Utilizes 2-way public safety radio to communicate as needed – Interface with the public to develop, implement, and maintain citizen readiness through training and education. - Evaluates, develops, maintains, and revises comprehensive emergency management plans, in areas such as hazard mitigation, preparedness, disaster response, debris management, volunteer recruitment, recovery response, and homeland security. Assists in preparation of annual operating budget, grant applications/submissions, develops specifications for purchases of equipment and services required for EM; assists in studies and consulting contracts for evaluations, programs, and improvements of EM operations. - Participates in all activities and duties related to emergency management during an EOC activation, serving as any role in the organizational chart but proficient in the section chief roles in NIMS structure. Coordinates and manages the activities of local recovery-dedicated organizations and initiatives, including the development and maintenance of a Long-Term Recovery Group consisting of County staff, volunteer agencies, faith-based groups, staff from local jurisdictions as appropriate, and others to guide and support recovery efforts. Leads the development of the community’s recovery plans and ensure that they are publicly supported, actionable and feasible based on available funding and capacity; Updates and maintains recovery plans on a regular basis. Works closely with the recovery leadership at all levels to ensure a well-coordinated, timely and well-executed recovery, attempting to ensure that efforts across the recovery function areas are conducted in a coordinated manner, including the development of recovery progress measures
-Receives and reviews OMMA Certificate of Compliance documents to make sure they follow county and state guidelines and laws. -Other duties, as assigned.
Knowledge of general office operations. Detail-oriented with strong multi-tasking capabilities desired. Knowledge of financial administration a plus. Must be able to establish effective working relationships with internal and external customers, the general public, and the management team.
High school diploma or general education degree (GED)
Responsible for completion of IS 100, 200, 300, 400, 440, 700 and 800 courses and completion of FEMA Emergency Management Institute (EMI) Professional Development Series in a timeline given by the EMC after hiring. Responsible for becoming NIMS certified and understands the importance of the use of the Incident Command System.
**The successful candidate will be subject to an extensive background check(s) as a part of the hiring process.
$3,000 - Monthly
Hours per Week:
7:30am to 4:30pm