Marshall County Job Description

Operations Specialist

 

Department:         Emergency Management Agency                    Job Code:              158

Reports To:           EMA Director                                                       DOT Reference:  219.362-010, 201.362-030

Date:                      November 2007

FLSA:                    Non-Exempt

 

Summary

 

Performs a wide variety of general clerical work and acts as receptionist for EMA Office.  Answers telephone, provides information, and refers calls to appropriate person.  Assist Director in preparing agenda, notify members, take notes and prepare minutes of Local Emergency Planning Committee Meetings.  Prepare correspondence, schedule appointments, file, coordinate meetings, prepare reports and charts.  Collect and assemble data and background information, and may make presentations, as needed.        NOTE:  Involves non-standard working hours.

 

Essential Job Functions

 

A.            Perform a wide range of clerical work and serve as office receptionist

                1.             Answer telephone and provide information to caller or transfer or refer call as appropriate

                2.             Prepare reports, letters, memoranda, statistical charts, and other materials as needed

                3.             Schedule appointments for Director

                4.             Coordinate meetings, including preparing agenda, notify attendees, and prepare and

                                disseminate any post meeting information

                5.             Attend meetings, take notes, and prepare minutes, including for Local Emergency

                                Planning Committee

                6.             Prepare departmental activity reports                            

                7.             Serve as Volunteer Coordinator for Marshall County EMA

 

B.            Prepare reports, communicate information inside and outside of agency, and maintain files as

                needed

                1.             Maintain Operational Procedures and Manuals

                2.             Communicate with Director concerning emergency program concerns, issues, requests

                                for information and inquiries

                3.             Maintain systems to monitor programs and projects

                4.             Assist the Director in the development of plans and emergency preparedness exercises

                5.             Make presentations and provide training on Public Outreach Materials, as needed

6.             Provide support and assistance in the event of disasters, accidents, or incidents by assisting in activating warning systems; coordinating efforts to provide shelter, food and clothing with other agencies; coordinating search and rescue operations; and assessing and reporting damage from disasters

 

 

Knowledge, Skills, and Ability

 

1.             Knowledge of modern office practices, procedures, and equipment, including computers, fax machine, copiers, telephone systems, pagers, etc.

3.             Knowledge of business English, spelling, arithmetic, and vocabulary

4.             Knowledge of departmental policies and procedures

5.             Knowledge of the computer system and software for budget, monitoring programs and projects, preparing presentations and brochures, etc. 

6.             Knowledge of principles of communication

7.             Ability to read and comprehend manuals, journals, financial reports, correspondence, press releases, and related documents

8.             Ability to understand verbal instructions and directions

9.             Ability to deal with people in a courteous and efficient manner

10.          Ability to operate basic office equipment, including computers, fax machine, copiers, etc.

11.          Ability to use Microsoft Office software, including Word, Excel, PowerPoint, and Publisher

12.          Ability to use the internet to conduct research and obtain data

13.          Ability to establish and maintain effective working relationships with other employees and the public

14.          Ability to interact with the public and provide information in a polite and efficient manner both in person and on the telephone

15.          Ability to manage multiple priorities and multiple demands to accomplish tasks in accordance

                with established requirements

 

 

Minimum Requirements

 

Associate Degree in Business Administration plus 2 years of clerical work experience, or an equivalent

combination of education and experience. 

 

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

               

 

 

       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 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.