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Administrative Assistant I - Emergency Management

Administrative Assistant I - Emergency Management

Government JobsSouthfield, MI, US
7 days ago
Job type
  • Full-time
Job description

Emergency Management Administrative Assistant

Under general supervision, coordinates and performs a variety of skilled administrative functions; provides clerical support to assigned management and / or other departmental personnel; and performs other related duties as assigned. Provides staff support during emergency activations, incidents, training, and exercises within the Emergency Operations Center and other operational environments. Expected to work 20-30 hours a week.

Serve as the Community Emergency Response Team (CERT) Leader by ensuring the safety, accountability, and overall welfare of all assigned team members. Maintain up-to-date training records and certifications, and coordinate team participation in drills, deployments, and community events.

Representative job duties include :

  • Expected to work 20-30 hours a week.
  • Answers, screens, and directs incoming calls; responds to public inquiries and requests for information; records, logs, and files public disclosure requests.
  • Maintains departmental calendars, schedules and coordinates meetings.
  • Prepares and / or drafts correspondence, news releases, statements, reports, social media postings, rosters, and / or other departmental documentation.
  • Attends and participates in administrative briefings and / or other assigned meetings and training sessions.
  • Updates and maintains departmental records, personnel / volunteer files, policy manuals, and filing systems; purges archived records in accordance with established retention guidelines.
  • Compiles data and submits related reports in accordance with reporting requirements.
  • Monitors and maintains office supply inventories.
  • Coordinates and conducts special projects as assigned.
  • Maintains and updates emergency contact information with partnering agencies and jurisdictions.
  • Assists in maintaining the Emergency Operations Center accessibility and availability for disaster readiness.
  • Performs related additional duties as required and assigned.

Working environment / physical demands include :

Work is primarily performed in an office setting with standard equipment such as computers, phones, and filing systems. The role involves prolonged periods of sitting, frequent use of computers and communication devices, and occasional lifting of files or supplies up to 25 pounds.

During emergency activations or large-scale events, the Administrative Assistant may be required to work extended or irregular hours, including evenings, weekends, and holidays, in a fast-paced and high-stress environment where priorities can shift rapidly, and occasional lifting / moving equipment and supplies heavier than 25 pounds (assisted / non-assisted).

Job requirements include :

Required :

Associate's degree in public administration, Emergency Management, Business Administration, or a related field; OR equivalent combination of education and administrative / office experience.

Must possess and maintain a valid State of Michigan Driver's License.

Preferred :

Bachelor's degree in public administration, Emergency Management, Business Administration, or a related field; OR equivalent combination of education and administrative / office experience.

Successful certification of the following FEMA Independent Study Courses will be required within 90 days of hire :

  • IS-100 : Introduction to Incident Command System
  • IS-200 : Basic Incident Command
  • IS-240 : Leadership and Influence
  • IS-241 : Decision Making and Problem Solving
  • IS-242 : Effective Communications
  • IS-244 : Developing and Managing Volunteers
  • IS-288 : The Role of Voluntary Organizations in Emergency Management
  • IS-315 : Cert and the Incident Command System
  • IS-505 : Religious and Cultural Literacy and Competency in Disaster
  • IS-700 : National Incident Management System (NIMS)
  • IS-703 : NIMS Resource Management
  • IS-800 : National Response Framework (NRF)
  • IS-230 : Fundamentals of Emergency Management
  • IS-1300 : Introduction to Continuity of Operations
  • IS-2200 : Basic Emergency Operations Center Functions

    • Competencies include :

  • Communication : Effective written and verbal communication is essential for interacting with colleagues, clients, and vendors. This includes drafting emails, writing reports, and active listening.
  • Organization and time management : These skills are critical for managing multiple tasks, prioritizing work, and meeting deadlines. A highly organized assistant can efficiently manage their own and their supervisor's schedules.
  • Attention to detail : This allows for accuracy in all tasks, such as proofreading documents, managing data entry, and processing reports.
  • Professionalism and discretion : Assistants often handle sensitive and confidential information, so maintaining confidentiality and acting with integrity is crucial. This also includes a reliable, respectful demeanor when interacting with all stakeholders.
  • Adaptability and problem-solving : In a fast-paced environment, administrative assistants must be flexible and resourceful. They need to quickly adjust to changing priorities and proactively resolve issues with minimal supervision.
  • Customer service : As a common point of contact for an office, administrative assistants must have excellent customer service skills to build and maintain positive relationships with clients and visitors.

    • Technical and practical skills include :

  • Office software proficiency : Microsoft Office : Word, Excel, PowerPoint, and Outlook. Google Workspace : Docs, Sheets, Slides, and Calendar.
  • Calendar and email management : Administrative assistants must be skilled in managing complex calendars, scheduling appointments and meetings, and handling high volumes of email.
  • Document and file management : This involves creating, editing, and formatting documents, as well as maintaining both digital and physical filing systems for easy access and security.
  • Data entry and reporting : A high level of speed and accuracy is needed for data entry, along with the ability to compile and prepare reports or presentations.
  • Office equipment knowledge : Competency in using common office equipment like printers, scanners, and videoconferencing tools is essential.
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