Administrative Assistant - Office of Emergency Management

McKinley County, NM; Gallup (NM); On-site; USD 32,000 - 52,000; Full time

Job summary

McKinley County Office of Emergency Management seeks an Administrative Support Specialist to perform clerical duties and assist citizens and visitors. You will coordinate meetings, travel, mail, and records, while handling data entry and office equipment tasks with discretion.

The role requires proficiency in Microsoft Office, strong communication, and the ability to manage calendars. Some travel may be required and occasional after-hours work could occur.

Qualifications

• Requires high school diploma or GED with one year of highly responsible secretarial/administrative work.
• Proficiency in Microsoft Office and basic website editing is preferred.

Responsibilities

• Coordinate meetings, appointments, and travel for department personnel.
• Greet and direct visitors; answer inquiries about department activities and operations.
• Prepare and process letters, reports, and other documents; manage mail and records.

Skills

Data entry

Secretarial

Calendar management

Customer service

Written communication

Confidentiality

Office equipment operation

Interpersonal skills

Records maintenance

Receptionist skills

Education

High School Diploma or GED

Associates degree in Administrative Assistant, Liberal Arts, General Studies, or related field

Tools

Microsoft Office

Basic website editing

Job description

Description: The purpose of this position is to perform a wide variety of administrative, reception and office support activities to facilitate the efficient operation within the McKinley County Office of Emergency Management. This is accomplished by performing general clerical duties and providing customer services to citizens and visitors. Other responsibilities include coordinating meetings, appointments, and travel for department personnel, and performing other duties as assigned.

Essential Job Functions: The following duties are not intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional duties as assigned.

Coordinates and performs a wide range of administrative support activities for the department and serves as a liaison with other departments and constituencies in the resolution of the day-to-day operations.

Monitors and reconciles internal department budgets and reporting systems; may prepare drafts of budget planning documents.

Provides administrative/clerical support for the department, such as:

• Performs a variety of typing assignments, which are sometimes confidential in nature. Data-entry, draft, edit, revise, and print letters, tables, reports, and other materials.
• Greet and direct visitors, answer inquiries concerning activities and operations of the department. Accepts, screens, and routes incoming and outgoing mail and other related correspondence as required.
• Prepares photocopies, PDFs/scan copies, facsimiles and operates and maintains a variety of office equipment.

Proficient experience and knowledge in the utilization of a computer and respective software with an emphasis in Microsoft Suite and basic website editing.

Establishes, maintains, processes, and updates/safeguards files, records, certificates, and/or other documents.

Coordinates and maintains department calendars, schedules meetings, appointments, conferences and notifies accordingly.

Prepares/initiates/monitors requisitions and P-card purchases as required by the department in accordance with State, Federal and County laws, and procedures. Orders supplies and maintains office inventory; prepares and coordinates all travel and lodging arrangements for department staff, and other related activities as directed.

Distributes, reviews, calculates, and processes payroll timesheets; verifies account numbers; monitors sick/annual leave and other payroll related records for the department for submission.

Serve as the Local Emergency Planning Committee (LEPC) Secretary to prepare, transcribe, compose, type, edit and distribute agendas and/or meeting minutes in accordance with department and/or committee policies/protocols. Perform other administrative supports tasks as needed for the LEPC board and McKinley County Emergency Manager.

Assist the Emergency Management Coordinator with tracking National Incident Management System/Incident Command System training for county staff.

Assist during emergencies, disasters, and planned events as directed by OEM staff.

Supervisory Controls:Job has no responsibility for the direction or supervision of others.

Working Conditions:Work is performed in an office setting, but periodic work in an Emergency Operations Center, Mobile Command Unit, warehouse, or other venue may be required during emergencies, disasters, planned events, trainings, and exercises. Work schedule may include irregular hours. After hours call-back is possible, but not routine. Travel may be required.

Other Requirements: The incumbent of this position must comply with established safety guidelines of McKinley County and Office of Emergency Management.

Minimum Qualifications:

• High School Diploma, or GED equivalent.
• A combination of education, training, and experience equal to one (1) year. Experience must be spent performing highly responsible secretarial, administrative assistant, or related type of work.

Preferred Qualifications

• Associates degree in Administrative Assistant, Liberal Arts, General Studies, or related field.
• Two (2) years of directly related experience performing clerical and administrative support.
• Experience working in a county/local government or public safety environment.

Knowledge, Skills, and Abilities Required

• Ability to perform simple accounting procedures.
• Knowledge of supplies, equipment, and services, ordering and inventory control.
• Records maintenance skills.
• Ability to communicate effectively, both orally and in writing.
• Ability to maintain calendars and schedule appointments.
• Ability to understand and follow specific instructions and procedures.
• Ability to maintain confidentiality of records and information.
• Word processing and/or data entry skills.
• Skill in establishing and maintaining effective working relationships with elected officials, County staff, and the general public.
• Skill in the use of operating basic office equipment.
• Ability to create, compose, and edit written materials.
• Organizing and coordinating skills.
• Receptionist skills.

Certificates and Licenses:

• Must possess a valid Driver's License at time of employment and be insurable for liability purposes; and the ability to possess a New Mexico Driver's License within six (6) months of hiredate.
• The ability to complete IS100, 200, 700, 800, and 2200 within six (6) months of hire.

Conditions of Employment: May be required to pass a post offer-of-employment physical examination. May be required to submit to a drug screen and/or random drug testing.

Disclaimer:Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.