Administrative Assistant - Office of Emergency Management

NOTICE TO APPLICANT

This position will close at 12:00AM MST on the End Date.

You must ensure your application reflects the correct and current information for your work experience, hours worked per week per position, education, personal information, etc.

Only the information provided on this application is evaluated when determining compensation.

**An assessment will be administered**

Job Description

PURPOSE SUMMARY.

Plan, organize, coordinate, and perform a wide variety of complex and confidential administrative functions in support of the assigned department head.

ESSENTIAL DUTIES.

1. Grant Support:

• Assist with managing local, state, and federal grant funding programs.

• Prepare and review grant applications, monitor grant activity, and oversee grant documentation.

• Develop, monitor, and oversee grant budgets, including but not limited to the Emergency Management Performance Grant (EMPG) grant.

• Coordinate with staff to implement projects per contract and grant requirements.

• Prepare, compile, and submit grant drawdown requests, progress reports, and closeout documents.

• Maintain accurate and current grant files, applications, and compliance documentation.

• Ensure all grant expenditures are documented with appropriate backup and tracked for auditing purposes.

• Provide financial documentation including initial project account setups, budget resolutions, internal budget revisions, and journal entries.

• Review expenditure requests prior to director and management approval.

2. Administrative Support:

• Greet visitors and respond to inquiries or direct them appropriately.

• Answer and route telephone calls; take and relay messages as necessary.

• Schedule and confirm appointments and maintain scheduling/event calendars.

• Compose, type, and distribute meeting notes, correspondence, presentations, and reports.

• Create, maintain, and enter information into departmental databases.

• Complete and submit staff travel forms.

• Order office supplies and equipment and coordinate maintenance needs.

• Route payroll and other Human Resources (HR) forms to appropriate personnel.

• Maintain the Resource Manual, including Line of Succession updates.

• Apply considerable knowledge of County objectives and policies.

3. Purchasing and Procurement:

• Prepare requisitions and process purchase orders.

• Track requisitions, contracts, and orders; verify shipment contents against invoices.

• Maintain purchase records and process invoices for payment.

• Coordinate with Finance on receiving reports and purchase order status.

4. Work Orders and Payroll:

• Enter and monitor work orders for internal employees and process separations.

• Verify and submit corrections for preliminary payroll reports.

• Maintain leave and attendance records per County policies.

5. Volunteer Vetting:

• Conduct background checks and processing for the Office of Emergency Management (OEM) volunteers in the absence of the Volunteer Coordinator.

6. Training and support:

• Support the operations of the Emergency Operations Center (EOC) and participate in training and exercises as required.

• Must be available for emergency deployments outside normal business hours.

ADDITIONAL DUTIES.  Other related duties may be assigned.

QUALIFICATIONS.

A.  Education. High school diploma or GED.

B.  Experience. Five (5) years of increasingly responsible administrative, accounting, budgeting, or grant support services experience.

C.  Education/Experience substitution. In accordance with County policy.

D.  Licenses/Certifications. Valid unrestricted driver’s license. Must complete the Federal Emergency Management Agency (FEMA) Certification Courses as outlined by the New Mexico Department of Homeland Security and Emergency Management (NM DHSEM), and grant guidelines, within one year of hire. 

E.  Other (e.g., post-offer medical exam, polygraph, background check, driver’s license record, etc.). Must pass a background check, credit check, and driving record check.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION:

Knowledge of:

• Office administrative procedures and practices.

• Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and database