Job Information
Madison County Government Administrative Assistance in Anderson, Indiana
POSITION: Administrative Assistant
DEPARTMENT: Emergency Management
WORK SCHEDULE: 8:00 a.m. - 4:00 p.m. Two 8-hour days a week, 16 hours total a week.
WORK DAYS: Will very dependent on days of meetings scheduled
JOB CATEGORY: COMOT E (Computer, Office Machine Operation, Technician)
APPROPRIATION:
DATE WRITTEN: November 2013 STATUS: Part-time
DATE REVISED: January 2025 FLSA STATUS: Non-exempt
To perform this position successfully, an individual must be able to satisfactorily perform each essential duty. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Madison County provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job unless the accommodation would cause an undue hardship.
Incumbent serves as Administrative Assistant for the Emergency Management Agency (EMA). responsible for managing office operations, providing administrative support to department personnel, assisting in department budgets, invoicing when needed, grant funding, and assisting the public and other groups within EMA.
DUTIES
:
Performs general administrative duties, including filing, faxing, photocopying, checking equipment in/out, processing outgoing, and distributing incoming mail, and preparing and distributing documents and other materials as required for EMA. Composes and types pertinent correspondence from rough draft, general instruction, original documents, or dictation material. Schedules building and equipment maintenance/repair as needed. Maintain schedule for all meeting rooms and make sure rooms are set-up and ready for each type of meeting. Work with other departments within the County as it relates to security and emergency preparedness. Attend three HSEEP training each year to comply with IDHS EMPG grant guidance and complete 8 hours of online or classroom classes each year.
Assists as EMA representative of Madison County (COAD) Communitys Active in Disasters Group and with non-profit organizations, assists in amateur radio communication for Madison County Over sees the countys emergency shelter, warming center, cooling center list and contacts, helps in writing and obtaining grants, assists in the budget process and proposals if needed. Assists when needed in preparing and submitting claims and invoices to the Auditors office.
Maintains office records relative to EMA activities and operates a variety of office equipment and machines, and utilizes computer programs to create and edit spreadsheets, reports, and presentations. Writes and distributes emails to internal and external departments and maintains computerized calendaring and bookkeeping systems. Prepares, maintains, and updates contact and mailing lists and forms.
Answers, screens, and directs internal, public, vendor, and field inquiries received by mail, phone, or in person. Resolves situations, answers questions, identifies sensitive matters, and notifies appropriate staff for EMA. During regular working hours, assists in maintaining access to the building by screening people requesting access to the building, all in a professional manner.
Helps in maintaining monthly reports. Aids in tracking expenditures to approved budget and reconciling expenditures with the county accounting system.
Attends emergency management courses, seminars, and workshops as needed and/or required and periodically assists other department personnel in registration for training/seminars.
Maintains office supplies, ordering and purchasing as necessary for EMA
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Oversees gathering storm damage information and working with other City/Town/County departments, ensuring forms are filled out correctly. Assist with paperwork to make a State and/or Presidential Disasters Declaration.
Performs related duties as assigned or needed.
I.
JOB REQUIREMEN S AND DIFFICULTY OF WORK:
High school diploma or GED and three (3) or more years of administrative experience in an office environment, or equivalent combination of education and work experience, preferred. Ability to type at a minimum of 50 wpm preferred.
Obtaining within first 6 months a Federal Communication Commission Amateur Radio License (Minimum Technician License)
Complete online FEMA courses within the first six months of employment; IS 100, 200, 700, 800, 120, 230,235,240,241,242, and 244. Along with any other as required by the EMPG salary reimbursement grant
Working knowledge of and ability to operate standard department office equipment and computer software programs, including computer, calculator, telephone, dictation equipment, copy equipment, fax machine, Mic