Administrative Assistant – Emergency Management

Non-exempt; full-time; 40 hours per week; Monday – Friday; 7:30 a.m. – 4:30 p.m.; full benefits

This position provides comprehensive administrative, secretarial and data management support to operations of the Division of Emergency Management (DEM), including the Departments of Emergency Preparedness and Emergency Communications. Guidance is provided to other administrative staff within the Division. Supervision is received from the Division Director of Emergency Management.

Essential Duties and Job Responsibilities:
Compose and prepare professional correspondence, memorandums, forms, reports and other written work for review and signature or, when appropriate, for personal signature

Process purchase orders, check requests, releases and other actions in the County enterprise resource planning system

Schedule meetings for the Division Director, and coordinate reserved usage of meeting space and equipment

Coordinate the preparation and workflow of staff reports from and to the Division and its Departments

Coordinate activities on behalf of the Division Director with other Divisions and mission partners

Coordinate with Division of Human Resources regarding workflow for Division personnel actions or other HR activities

Coordinate with Division of Finance regarding reporting and monitoring of Division financial transactions

Coordinate administrative responses to public information requests to the Division or its Departments

Coordinate the printed, electronic, and verbal administrative customer response process for the Division and its Departments

Compile activity report information from DEM departments for submission to County Executive, Chief Administrative Officer, and/or County Council as scheduled or requested.

Assist in providing or collecting information from mission partners including County agencies, Frederick City and municipalities related to Division activities

Assist in Division budget preparation and monitoring

Provide administrative support to ensure operational facility maintenance is coordinated with Public Works and other facility partners

Appropriately handle information which may have special security or non-disclosure requirements. (Human resource, threat, or vulnerability information)

Follow-up on information requests and other work assigned to DEM departments by the Division Director

Perform other related duties as required

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Any single position may not be assigned all duties listed below, nor do the examples cover all duties that may be assigned.

Qualifications & Requirements:
The qualifications / requirements, knowledge/skills/abilities and physical demands or working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

High school graduation or the equivalent

Minimum 4 years of work experience in a responsible administrative position providing key support to management

Work experience performing workflow coordination duties across a multi-agency platform

Work experience preparing and monitoring budgets, and performing fiscal actions (procurement/accounting)

Intermediate skills in MS Office Suite

KNOWLEDGE / SKILLS / ABILITIES:
Familiarity with handling requests related to Maryland Public Information Act

Ability to effectively access and utilize other computerized systems including procurement, data management and information handling

Strong and effective spoken and written (English) communication skills

Strong, accurate math and clerical skills

Discretion and good judgment in dealing with confidential and sensitive information

Ability to effectively organize work, determine priorities (and reassess as needed), perform multiple tasks simultaneously and complete assigned duties with minimal supervision

Ability to develop and maintain effective working relationships with co?workers, volunteer personnel and the general public

PREFERENCE MAY BE GIVEN FOR:
Additional education related to business administration, public administration, or public safety management

Training and/or experience in website administration and maintenance

Experience using applications such as Everbridge, DisasterLAN, WebEOC, and Tier II Manager which are commonly used in the emergency management community

Experience coordinating facility maintenance work orders, key management and security access

Work experience in a public safety environment

Additional Information/Examination Process:
Ability to provide own transportation, if needed.

Available for varied working hours to accommodate meetings, office staffing needs, etc.

This position is considered essential when the County Emergency Operations Center is activated

KIND OF EXAMINATION (may include):
1) An evaluation of training and experience

2) Related skills testing

3) One or more interviews

4) A pre-employment background investigation

5) A pre-employment physical examination and drug test

This description reflects management’s assignment of essential duties; it does not proscribe or restrict the tasks that may be assigned.