Administrative Assistant III- Emergency Operations

JOB
Provides a variety of administrative and clerical support to all divisions within the Department of Emergency Operations (EO), excluding Animal Control. The position has delegated signatory authority for expenditures up to $3,000. The incumbent may be required to work in the Emergency Operations Center (EOC) during EOC activations.SALARY: 7AREPORTS TO: Emergency Services ManagerPOSITIONS SUPERVISED: None

EXAMPLE OF DUTIES
1. Provide initial point of contact duties to include: answering phones, taking messages, fielding questions, greeting public, providing technical information and directing calls to appropriate staff.2. Provide back-up to the Animal Control Division Administrative Assistant as directed.3. Provide administrative and clerical support to department which includes but is not limited to: drafting and typing correspondence, ordinances, staff reports, and grant paperwork; records minutes of meetings, memoranda, and other documents; assists with preparation and management of vendor contracts; process incoming mail and prepare bulk mailings; processes Emergency Medical Services (EMS) / fire service area reimbursements, and EMS service fee reimbursement requests; processes and tracks applications to serve on department-supported commissions.4. Monitor expenditure budgets using a computerized soft ledger system. Maintain and reconcile soft ledgers (G/L, A/P, A/R, Payroll), process purchase orders, travel authorizations, and other financial documents. Process payments and deposits.5. Prepare a variety of financial and statistical reports and distribute monthly budget reports to division managers.6. Assist division managers and Director with annual budget preparation.7. Maintain and distribute vehicle registration for Borough-owned emergency response vehicles. 8. Assist with the development of procurement specification and coordinate simple procurement functions to include soliciting RFQ’s and verbal bids from vendors; track purchases.9. Serve as department timekeeper and records coordinator.10. Maintain Emergency Operations Plan Resource contact lists.11. Assist with fire service area special elections.12. Assist with processing fireworks permits.13. Maintain and acquire office equipment and supplies.14. Assist in Emergency Operations Center during a disaster event with administrative tasks.

SUPPLEMENTAL INFORMATION
JOB CONTACTS: Frequent interdepartmental business contact, continuous routine public contact, and frequent contact involving outside organizations/agencies, vendors, contractors and other governmental agencies.JOB RESPONSIBILITY: Does not supervise; experiences many minor problems daily, and an occasional major one with little immediate supervision; must use own initiative and ingenuity in handling problems; the consequences of error, carelessness or mistaken judgment requires normal effort to recover.WORK ENVIRONMENT: General office where conditions are pleasant; good, clean conditions where accidents/hazards are negligible with minor hazard and accident probability when driving; requires short periods of light lifting, pushing or pulling (1-25 lbs.)