Administrative Assistant - Office of Emergency Management

Doña Ana County

95d • $21 - $31

About The Position

The position involves planning, organizing, coordinating, and performing a wide variety of complex and confidential administrative functions in support of the assigned department head. The role includes grant support, administrative support, purchasing and procurement, work orders and payroll, volunteer vetting, and training and support for the Emergency Operations Center (EOC). The applicant must be available for emergency deployments outside normal business hours.

Requirements

• High school diploma or GED.
• Five (5) years of increasingly responsible administrative, accounting, budgeting, or grant support services experience.
• Valid unrestricted driver’s license.
• Must complete FEMA Certification Courses within one year of hire.
• Must pass a background check, credit check, and driving record check.

Responsibilities

• Assist with managing local, state, and federal grant funding programs.
• Prepare and review grant applications, monitor grant activity, and oversee grant documentation.
• Develop, monitor, and oversee grant budgets, including the Emergency Management Performance Grant (EMPG).
• Coordinate with staff to implement projects per contract and grant requirements.
• Prepare, compile, and submit grant drawdown requests, progress reports, and closeout documents.
• Maintain accurate and current grant files, applications, and compliance documentation.
• Ensure all grant expenditures are documented and tracked for auditing purposes.
• Provide financial documentation including project account setups, budget resolutions, and journal entries.
• Review expenditure requests prior to director and management approval.
• Greet visitors and respond to inquiries or direct them appropriately.
• Answer and route telephone calls; take and relay messages as necessary.
• Schedule and confirm appointments and maintain scheduling/event calendars.
• Compose, type, and distribute meeting notes, correspondence, presentations, and reports.
• Create, maintain, and enter information into departmental databases.
• Complete and submit staff travel forms.
• Order office supplies and equipment and coordinate maintenance needs.
• Route payroll and other HR forms to appropriate personnel.
• Maintain the Resource Manual, including Line of Succession updates.
• Prepare requisitions and process purchase orders.
• Track requisitions, contracts, and orders; verify shipment contents against invoices.
• Maintain purchase records and process invoices for payment.
• Coordinate with Finance on receiving reports and purchase order status.
• Enter and monitor work orders for internal employees and process separations.
• Verify and submit corrections for preliminary payroll reports.
• Maintain leave and attendance records per County policies.
• Conduct background checks and processing for OEM volunteers.
• Support the operations of the EOC and participate in training and exercises as required.

What This Job Offers

• Education Level: High school or GED