Marshall County Job Description
Department: Emergency
Management Agency Job
Code: 143
Reports To: EMA
Director DOT
Reference: 237.367-038
Date: May 2009
219.362-010
FLSA: Non-Exempt
Summary
Serve as the EMA Operations Support
Specialist by providing a wide range of general clerical support services by
answering the telephone, referring visitors, and providing information about
the office, its functions, and standard operating procedures. Perform purchasing activities and support of
all Emergency Operations and Activations.
Note: Involves non-standard
working hours
Essential Job Functions
1. Answering the telephone, referring visitiors, and providing information about the office, its functions, and standard operating procedures.
2. Personally answer inquiries when the requested information is routine and procedural in nature.
3. Assist with scheduling appointments, coordinate meetings and/or schedule conferences.
4. Maintain the Department Appointment calendar and make administrative arrangemens as required to include travel, hotel, airline and rental car reservations, conferences or meeting rooms, equipment, supporting materials and files.
5. Processing incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communications.
6. Types, edits, composes and reviews correspondence for accuaracy and completeness, prepares presentation outlines.
7. Collect and prepare minutes from meetings for distribution and record.
8. Prepare a variety of scheduled and special reports.
9. Researches records; collects, retrieves, compiles and consolidates accounting data and statistics.
10. Prepare and maintain grant folders with appropriate documentation.
11. Assist with equipment set up, staging and storage for EMA operations, training and exercises.
12. Participate in and assist with emergency operations to include all severe weather events.
13. Assist with Emergency Operations Center Activations and Operations
14. Other duties as assigned by the EMA Director in support of Emergency Management Activities.
B. Conduct purchasing activities for the
EMA Director and maintain associated records as directed
1. Prepare
computer generated requisitions and quotes; obtain purchase orders
2. Place orders in
accordance with established procedures and document in departmental database.
3. Balance
all purchase orders and invoices and verifies receipt of supplies
4. Maintain weekly
updates to departmental database for expenditures
Knowledge,
Skills, and Abilities
1. Knowledge
of modern office practices, procedures, and equipment, including computers,
computer software, fax machine, copiers, telephone systems, pagers, etc.
2. Knowledge
of business English, spelling, arithmetic, and vocabulary
3. Knowledge
of departmental policies and procedures
4. Ability
to establish and maintain effective working relationships with officials, other
employees and the public
5. Ability
to handle complaints and provide information in a courteous diplomatic manner
6. Ability
to communicate effectively, both verbally and in writing
7. Ability
to use a computer to store, retrieve and compile data, prepare reports and correspondence
8. Ability
to read and comprehend departmental rules, regulations, procedures and
instructions
9. Ability
to understand verbal instructions and directions
10. Ability to operate basic office
equipment, including computers, fax machine, copiers, etc.
11. Ability to interact with the public and
provide information in a polite and efficient manner both in person and on the
telephone
Minimum
Qualifications
High School diploma and/or Associate degree in Business Administration supplemented with coursework in typing bookkeeping and computers, plus two years of general clerical experience, or an equivalent combination of education and experience. Experience involving work with the public preferred. Experience assisting a department head or high level official in a stressful environment with multiple demands is desired.
Note: Work
involves working extended and unusual hours, including weekends, holidays,
and/or off-hour shifts during emergencies or disaster situations and during
training programs, preparedness exercises and public outreach events.
Other:
Valid Driver’s
License is required.
This job description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job classification. All incumbents may not perform all the job duties listed, and some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.