Performs routine secretarial and administrative support functions for the Office of Emergency Management
Greets public and provides assistance and/or directs them to the proper person or section; Responds to routine inquiries in person by answering email, incoming and interdepartmental telephone calls; Directs requests for information to the correct department or official; Coordinates and arranges meetings, prepares agendas, schedules facilities, attends meetings and records minutes; Receives and sorts incoming and outgoing mail; Composes routine correspondence and prepares documents for the signature of supervisor, applying knowledge of department objectives and policies; Maintains inventory, accurate records, calendars, schedules, files, and petty cash, if applicable; Maintains Resource Manual to include Line of Succession documentation; Generates and maintains a variety of reports, documents, spreadsheets and logs; Researches, resolves or requests additional information to complete assignments; Performs purchasing and requisition procedures files and maintains related documentation; Fulfills requests for office supplies, equipment and maintenance; Prepares and maintains leave request forms, makes departmental travel arrangements, reviews and processes travel and per diem requests; Performs timekeeping functions for the department; Computes time worked and posts via the computer and maintains employee files; Responsible for knowing and abiding by all department and county policies and procedures. A DDITIONAL DUTIES. Must also understand the operations of the Emergency Operations Center, (EOC) subsequently be able to provide support to the EOC during and after activations. Must be readily available to participate in training and/or exercises in regards to the EOC. Aforementioned activities may require work outside normal business hours and will be compensated per FLSA guidelines.
A skills assessment may be administered.
Education. High school diploma, GED or equivalent Experience. Three (3) years of responsible office or secretarial work; experience with volunteer organizations is preferred. Education and experience substitution. Per Doña Ana County Policy Licenses/Certifications. Valid unrestricted New Mexico Drivers License; FEMA ICS-100, ICS-200; FEMA IS-700, IS-800, FEMA IS-701, IS-702, IS-703, IS-704; FEMA Professional Development Series (PDS). All courses required to be completed within one year of date of hire. Other. Drivers license check and Doña Ana County background check.
Must have knowledge of general secretarial functions, services and techniques; Office practices, procedures and etiquette; Business English, spelling, grammar and punctuation and basic arithmetic; Proper methods to maintain accurate records. Must have skills in computer operation, the appropriate software and general office equipment; Demonstrating resourcefulness and tact in public contacts; Understanding and following broad and general instructions; Handling sensitive and confidential matters and situations; Establishing and maintaining effective and cooperative working relationships with others.
Doña Ana County, NM - 2 years ago