USAR Program Assistant; Part-Time

Job Description

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.

• Answer phones, open and distribute mail, and order office supplies for the USAR Office.
• Distribute identification badges, document check numbers and dates into the financial database, and type memos.
• Maintain a filing system of awards and project numbers.
• Arrange travel for task force personnel, receive travel authorization forms, enter them into a travel expense spreadsheet, and update check sheets for travel files.
• Reimburse travel expenses for personnel from FEMA meetings and FEMA National trainings, and maintain a report of travel, rehab hours, deployments, etc.
• Check the financial database to identify discrepancies and payments, ensure accounts are paid out, and contact Fire Administration when a problem exists.
• Perform data entry of all financial transaction spending of grant funds, and track and ensure grant and travel reimbursements are handled in a timely manner.
• Receive petty cash reimbursement forms and notify employees regarding reimbursement dispositions.
• Receive vendor invoices to process for payment by check request, submit weekly check request reports to supervisor, and enter data into the USAR weekly check request databases and financial databases.
• File copies in USAR vendor/class files and send original invoices to Accounting for payment.
• Calculate employee time, make copies, and send to Payroll for processing, and notify personnel regarding check availability.
• Perform additional functions (essential or otherwise) which may be assigned.

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

Work is performed in an office environment.

• High School diploma or equivalent and three (3) years of administrative/clerical experience working in an office environment, or any combination of experience and training that 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.