Emergency Management Assistant

Albany County Government•Laramie, WY

About The Position

Job Summary: Under general direction, assists the Emergency Management Agency (EMA) Coordinator and staff with administrative duties; maintains EMA office/Emergency Operations Center (EOC); assists with the maintenance of the integrated plans for emergency preparedness programs; assists with training and exercises to develop coordinated responses to hazards, disasters, and civil emergencies; assists with supervising EMA/EOC volunteers; works in various roles within the EOC during emergencies and disasters as assigned. Supervision: Receives general supervision from the EMA Coordinator. Essential Duties and Responsibilities: Important and essential duties may include, but are not limited to, the following:

Requirements

High School Diploma or equivalent
Must be fluent in Microsoft Word and Microsoft Excel
Must have a working knowledge of social media platforms
Attend work as scheduled and/or must be able to report during disasters/hazardous conditions.
Must have a valid driver’s license
Must be able to pass a background check upon initial hire and on an annual basis.
ICS/NIMS 100, 200, 700, 800, and 2200 (within 6 months of hire)
Must be detail-oriented
Possess the ability to multitask
Work independently to complete required assignments in a timely and organized manner.
Complete all assigned tasks accurately and
Possess the ability to contribute to a team effort by accomplishing related tasks as
Possess strong written and verbal communication skills as well as excellent interpersonal skills when dealing with citizens, agencies, and other employees
Possess the ability to establish good rapport with individuals, often under difficult circumstances
Must be able to exercise discretion over sensitive and confidential issues related to the department and its business
Possess the ability to develop and maintain a general understanding of the regulations and other information that is related to the functions and services of the department.

Nice To Haves

Prefer a minimum of two (2) years of general office experience
Experience or interest in emergency management, emergency services, and/or operations is preferred.

Responsibilities

Maintain financial/grant records, files, and budgets related to operations, programs, and expenditures of the EMA office/EOC, including detailed logs of expenditures for each line item in the budget; complete voucher, credit cards/invoices
Process payroll and supporting documentation for EMA/EOC staff
Maintain training records, Timesheet/TURK reports, and other related documents for EMA/EOC staff and volunteers
Draft and track emails related to EMA projects, trainings, and activities
Maintain meeting minutes for all EMA meetings and trainings; Track attendance; Update and maintain in-kind hour tracking for grant purposes
Frequently update and maintain contact, personnel, and resource/equipment lists; Update software/platforms
Order supplies for the office and the Emergency Operations Center; Maintain log/inventory of supplies; Maintain the EMA office/EOC & storage areas
Assist the Coordinator and other staff with the day-to-day operations of the department as assigned
Assist the Coordinator and other staff with scheduling meetings & trainings, update the calendar
Assist coordination efforts with local, state, and/or federal officials and the public to ensure the timely delivery of disaster assistance
Prepare and file reports for the department
Assists with updating website information & preparing social media posts
Assists the Coordinator with supervising EOC/EMA volunteers
Assist in the EOC as needed during disasters/events (may not always be during normal hours of operation/on-call duties as required)
Attends required and/or assigned training and exercises
Other duties as assigned
This position has the potential for future growth within the department.