Emergency Management Assistant

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.

Receives general supervision from the EMA Coordinator.

Important and essential duties may include, but are not limited to, the following:

• 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.

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