Administrative Assistant

WARD COUNTY
POSITION DESCRIPTION

DEPARTMENT: Emergency Management                            SALARY GRADE: 14

POSITION TITLE: Administrative Assistant-EM                    STATUS:  Non-exempt

IMMEDIATE SUPERVISOR: Emerg. Mgmnt Admin.            STORM ESSENTIAL: No

SUPERVISORY RESPONSIBILITY:  Yes

EMPLOYEE’S NAME:____________________________________________________

EMPLOYEE’S SIGNATURE:____________________________ DATE :____________

SUPERVISOR’S SIGNATURE:__________________________ DATE:____________

1. GENERAL DESCRIPTION OF POSITION: 

 This is a part-time position (32 hours) and serves as the primary initial contact
person for the public when calling or visiting the Emergency Management office
during business hours.  The position routes calls and messages, answers
business-related questions, performs secretarial and clerical duties.

2. DUTIES AND RESPONSIBILITIES: (“●” Indicates essential function)

• Performs receptionist duties, answers phone and directs calls, takes messages, relays information, answers business-related questions, greets visitors and directs them to appropriate staff members.
 
• Types reports, meeting minutes, manages spreadsheets.

• Assists the Director in filing and tracking Tier II reports (Hazardous Materials)

• Ability to operate various office equipment such as computers, printers, copy machine, fax machine, etc.

• Maintains file systems and operations plans.

• Provide support to the Emergency Operations Center (EOC) in the case of actual emergency.

• Available to work after hours during disasters.

• Assist Director with coordinating training for first responders, other emergency response officials, and Ward County departments.

• Assist with organizing and coordinating disaster exercises.

• Work with ND Division of Emergency Management.

• Conducts on-going grant research to assist in funding of emergency management issues.

• Manage the Ward County Emergency Management Webpage and Facebook accounts.

• Complete required training classes.

• Order and maintain supplies.

3. SUPERVISION RECEIVED/EXERCISED:

This position is supervised by the Director of Ward County Emergency Management.

This position may supervise and/or organize clerical workers in the event of a County disaster.

4. POSITION QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES)
  (“●” indicates essential functions)

• High school diploma or equivalency, with emphasis in secretarial courses and three years secretarial experience. A two year college degree (AA) with major course work in secretarial may substitute for three years of work experience.

• Extensive knowledge of MS Office (Word, Excel, PowerPoint)

Web page experience, preferred

• Excellent communications and people skills

• Must be able to handle stress

• Must be able to work alone and make decisions related to the department

• Proofreads essential documents

• Ability to function as a team player

• Ability to work effectively with other staff members, agencies, and general public

• Must possess excellent organizational and leadership skills

• Must have the ability to learn and effectively use the County’s computer software, organize assigned work and perform work productively, learn and effectively use new methods, procedures, and technologies in carrying out the functions of the position; and to work effectively and cooperatively with other employees, other agencies and the public.

Familiarity with emergency operations and/or exposure to First Response organizations is a definite plus.

5. PHYSICAL AND MENTAL DEMANDS: These support the essential functions  of the position.

• Ability to work occasionally in a high-stress environment.

• Ability to lift, carry, stoop, reach above their head, bend file and retrieve objects weighing up to 50 pounds.

• Ability to climb stairs.

• Must have good balance and be able to climb ladders.

• Ability to learn and effectively use a variety of tools necessary in the Emergency Management field.

This position may be given independent projects from time-to-time with minimal supervision.  Work will be expected to be completed on time in a neat, well-organized fashion.

During exercises and/or real-world disaster operations, this position will serve as supervisory clerical support in a variety of environments such as the Emergency Operations Center (EOC), Red Cross Call Center, or other locations as necessary to administrate disaster operations. 

This position may be required to spend a considerable amount of time answering phones, placing phone calls and updating databases, especially during a disaster.

 
6. WORK ENVIRONMENT:

This position normally works 32 hours per week, Monday – Friday.
 
This position may be required to work flexible hours during exercise and/or disaster operations.

This position normally works seated at a desk in an environmentally controlled office but may be required to move throughout the courthouse. 

Some travel may be required

7. OTHER ASSIGNMENTS:
 
County department heads and supervisors reserve the right to amend the  functions assigned this position, either temporarily or permanently, at any time as  they determine the best interest of their departments.  Further, employees may be assigned other or additional functions to fill-in during the absence of other  employees or vacancies in other positions.

11/2012