USAR Program Assistant; Part-Time

Job Title

Urban Search and Rescue Response Administrative Assistant

SALARY RANGE: $25.00/hr

Works under the general supervision of an assigned USAR manager/supervisor to perform administrative and financial clerical functions for the Urban Search and Rescue Response (USAR) System of the City of Memphis' Fire Division. Administrative functions include answering phones, opening and distributing mail, ordering office supplies for the USAR Office, distributing identification badges, date stamping, documenting check numbers and dates into the financial database, and typing memos.

Maintains a filing system of awards and project numbers. Arranges travel for task force personnel, receives travel authorization forms and enters them into a travel expense spreadsheet; and updates check sheets for travel files. Reimburses travel expenses for personnel from FEMA meetings and FEMA National trainings. Maintains a report of travel, rehab hours, deployments, etc. Financial transactions include checking the database to keep apprised of discrepancies and payments, ensuring accounts are paid out and contacting Fire Administration if a problem exists.

Performs data entry of all financial transaction spending of grant funds. Tracks and ensures grant and travel reimbursements are handled in a timely manner. Receives petty cash reimbursement forms and notifies employees regarding reimbursement dispositions. Receives vendor invoices to process for payment by check request. Submits report of weekly check requests to supervisor, enters data into the USAR weekly check request databases and financial databases, files copies in USAR vendor / class files, and sends the originals to Accounting for payment.

Calculates employee time, makes copies, and sends to Payroll for processing. Notifies personnel regarding check availability.

Performs additional functions (essential or otherwise) which may be assigned.

TYPICAL PHYSICAL DEMANDS :

Must be able to communicate verbally and in writing. Must be able to operate personal computer and all basic office equipment.

TYPICAL WORKING CONDITIONS :

Works is performed in an office environment.

High School diploma or equivalent and three (3) years administrative/clerical experience working in an office environment; or any combination of experience and training which enables one to perform the essential job functions. Experience using Microsoft Office Suite and Oracle Applications preferred. Experience assisting with grant administration or working in an EMA-related environment preferred.