Harrison County Emergency Management Agency

Administrative Assistant/Special Projects Coordinator

Job Description

Nature of work:

Under the direction of the Emergency Management Director, the Emergency Management Administrative Assistant’s essential functions include: management of staff scheduling, clerical and financial administration of the agency, maintenance of the general filing system, promotes and maintains a safe and secure work environment. The Administrative Assistant reports directly to the Director.

Essential Duties and Responsibilities:

• Reviews incoming correspondence, publications, regulations and directives that may affect the organizations response and closeout efforts.
• Works as a team member to maintain and keep current the agency’s central files and affiliate database.
• Compose all disaster response and closeout correspondence and reports from oral instructions and information obtained from management.

• Perform Time and Attendance functions for assigned staff.
• Keep records of employees’ sick days, overtime, and vacation days in accordance with County Personnel policies.
• Create a file for each individual employee which should include any information relating to that employee from the first day of employment.
• Monitors and controls correspondence, and records throughout the agency, including the coordination of action papers with office and agency staff.
• Receives, assigns, and monitors externally and internally generated correspondence and inquiries.
• Screens callers and visitors to the Directors office, forwarding to the Director only those requiring the Directors attention.  Refers other callers and visitors to appropriate staff members.
• Maintains Directors calendar and makes appointments without prior clearance from the Director.
• Obtains and monitors the use of services, supplies, and equipment.
• Prepares resource status reports for the Directors use.  Reviews established procedures for procurement and tracking of office supplies and equipment.  Evaluates their effectiveness.

• Plans and performs general property management support services, such as maintenance and disposal of equipment.
• Prepare financial plans, budgets and forecasts.
• Issue Purchase Order Numbers.
• Provide department leaders with a budget worksheet including previous year figures.
• Consolidate figures for a final budget and publish proposed next year’s budget in the present year’s annual Report.
• Assist with all Grant Management Activities.
• Maintain and develop Functional Needs Database.
• Performs other duties as assigned or required.