Emergency Management Administrative Assistant

This position typically provides administrative assistance to each member of the department, and deals courteously and effectively with external partners, fellow employees and citizens.
 
ESSENTIAL JOB FUNCTIONS:  

• Under the supervision of the Emergency Management Director, performs complex clerical administrative work related to departmental records or databases. 
• Prepare, maintain, timesheets, bi-weekly payroll reports ordering supplies, , collect department mail and update files for status changes. Assist in preparing and monitoring the departmental budget. 
• Maintain inventory of Emergency Management and its special teams equipment and assets.  
• Request and track departmental purchase orders and checks for payment of outside vendors. Monitor and produce monthly P-Card statements and reports for the County Finance Department. 
• Track and monitor department budget via County budgeting software’s.  
• Assist the Director in maintaining the County’s Emergency Operations Plans.  
• Track and manage Emergency Management Department related grants. 
• Maintain departmental compliance with federal and state grant programs through weekly, monthly and yearly reporting.   
• Prepares public outreach material 
• Coordinate and schedule department public outreach events.
• Manage EOC access list and sign in/out logs. 
• Assist citizens in obtaining county services. 
• Maintain county GETS/WPS Program. 
• Answer questions and give information pertaining to the County’s guidelines for emergency preparedness. Maintain logs and recordkeeping associated with EMD. 
• Assist with all training and EMD events.  
• Process confidential information on a regular basis.  
• Required to obtain a working knowledge of all laws related to emergency management. 
• May assist in Emergency Operations Center operation and supervise interns, volunteers, etc. as requested. 
• Assist the Emergency Management Team with maintaining readiness of the County Emergency Operations Center. 
• This position is required to work in the County Emergency Operations Center during activations and emergencies. 
• Manage Freedom of Information Act (FOIA) request for the department.
• Manage First Responder credentialing program.
• Performs other duties as assigned.

• High School diploma or equivalent;
• Six (6) years of related administrative experience;
• Must have and maintain a valid SC Driver’s License with a safe driving record;

Special Requirements: 

• Departmental testing may be administered during interview;  
• A criminal background check will be completed on selected applicant if a current one (less than 3 years old) is not on file.
• Obtain the following Emergency Management Courses within 6 months of employment
  1. IS-100,102,200,230,324.700,800,2200 (“IS” Class are Online) SCEMD Damage Assessment Training (Online) , SCEMD Damage Assessment Workshop (Online) 
• Obtain the following Emergency Management Courses within 1 year of employment
  1. ICS 300, ICS 400, G191 (In-person), Basic CERT Training (In-House), First Aid/CPR (In-House).

• Complete additional specialized training as required by the Director. 

Knowledge, Skills and Abilities: 

• Ability to proficiently operate a computer and utilize a variety of software applications including Microsoft Suite, Adobe Acrobat, and various specific department applications.  Skilled in clerical tasks including filing, customer service, math, data entry and correct grammar usage.
• Skilled in the use of general office equipment.
• Ability to accept payments.
• Ability to manage inventory and property.

This position requires the employee to sit and use hands to handle, feel, finger, grasp or operate objects, tools or controls; reach with hands and arms; use mental acuity and repetitive motion; and walk, talk and hear. The employee must occasionally lift and/or move up to twenty-five (50) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.The work is regularly performed in an environment with crisis situations that require the ability to make major decisions involving people, resources and property. Thirty-seven and one half (37.5) hours per week. Normal operating hours are Monday through Friday from 9:00 a.m. until 5:00 p.m. with the ability to work flexible hours when necessary. Must be able to work flexible hours including overtime and during emergency situations when necessary. As a part of the EOC Staff this position is subject to recall during emergencies, disasters, severe weather events, Emergency Operations Center activations, or other incidents requiring departmental support. Scheduled hours/days, job location, duties and any other information contained herein is subject to change. Must be able to attend evening and weekend meetings as required. Travel outside of the county may be required.