Administrative Assistant

Position Title: Administrative Assistant
Department: Office of Emergency Management (OEM)
Salary Grade: 1013 Per Class Code
Position Status: Full-Time
FLSA Status: Non-Exempt

Position Summary
Under general supervision of the Emergency Management Director or designee, the Administrative
Assistant in this position will enhance the department effectiveness by providing administrative support for
the Office of Emergency Management. This position requires the incumbent to be called back to duty or
be on stand-by when there are impending emergencies.

This job description is illustrative only of the responsibilities performed by this position and is not an all inclusive list of all responsibilities, duties and skills required of personnel in this classification. Duties, responsibilities and activities may change at any time with or without notice.

Essential Duties and Responsibilities
 Provides references by developing and utilizing filing and retrieval systems of administrative correspondences, daily reports, proposals, financial reports and all correspondences related to the office of Emergency Management, Staff Safety Officers, and other public safety programs.
 Composes copies and distributes memorandums, proposals, reports and various correspondence regarding program and project activities ensuring maximum accuracy.
 Reconciles and maintains cuff accounts for all programs in the office of Emergency Management, to include, but not limited to expenditures and availability of funds.
 Prepares reimbursements for U.S. Department of Homeland Security, Federal Emergency Management Agency, NM State Homeland Security and Emergency Management or other related projects.
 Develops and maintains departmental budgets and budget modifications using Microsoft Excel.
 Provides assistance to Public Assistance, Hazard Mitigation and Grants
Programs.
 Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; placing and expediting orders for supplies; verifying receipt of supplies.
 Welcomes visitors by greeting them, in person or on the telephone; answering or directing inquiries to appropriate personnel.
 Schedules appointments for personnel on department related matters; prepares meetings/trainings as needed.
 Maintains departmental timekeeping system and prepares all timesheets for OEM staff.
 Maintain professional and technical knowledge by attending educational workshops and training on related systems.
 Contributes to a team effort by accomplishing related results as required.
 Maintains confidentiality of all privileged information.
 Performs other duties as assigned or required.

Knowledge, Skills, and Abilities
 Proficient in Microsoft Office, including Word, Excel & PowerPoint.
 Knowledge of organizational policies and procedures.
 Ability to interpret policies and procedures.
 Knowledgeable in Emergency Management programs.
 Have excellent problem-solving skills.
 Demonstrate communication skills (written and public).
 Ability to handle multiple tasks, meet project deadlines, prioritize workload and work under pressure.
 Basic knowledge of Incident Command System (ICS)
 The ability to work under Emergency situations.
 Knowledgeable in basic budget and bookkeeping development and management and grants process.
 Ability to identify problems, collect data, establish tactics, and draw valid conclusions.
 Strong interpersonal skills.
 Ability to interact and communicate effectively with community members, outside Agencies, interested parties and tribal leadership,
 Ability to make verbal reports directly to the Governor and or Tribal Council during emergencies.
 Required to be on stand-by when there are impending emergencies.
 Knowledgeable in use of office equipment.

Minimum Qualifications
 High School Diploma or GED equivalent.
 Two years' administrative support in emergency services; or equivalent combination of education and experience.
 At least one-year experience in basic accounting.
 Must successfully complete the Incident Command System Independent Study Courses ICS- 100/200, ICS-700, and ICS-800.
 Must be CPR/First Aid certified or willing to become certified within a specific time period.

Physical Requirements and Work Environment
While performing the duties of this job, the employee is regularly required to sit; use hands to finger,
handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The
employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must
occasionally lift and/or move up 25 pounds. If an item is above 25 pounds, lifting shall be done by two or
more Tribal staff members. Specific vision abilities required by this job include close vision, color vision,
and ability to adjust focus. Work is performed in a professional office environment with a moderate noise
level, occasionally working under stressful conditions and for extended periods of time. This position is
routinely exposed to Visual/Video Display Terminal (VDT) and extensive personal computer and phone
usage. Travel may be required. Will be on-call 24/7 and must be available to respond 24 hours a day,
including weekends and holidays. Work in outdoor and indoor environments with intermittent to frequent
exposure to a variety of extreme weather conditions including heat, rain, snow, cold, wind, dust, and
smoke.

Operating Values
 Respect - Treats everyone with courtesy, politeness and dignity. Listens to and communicates with teammates, employees and community members in ways that build mutual respect and positive working relationships.
 Citizenship - Follows proper procedures and keeps appropriate records. Ensures compliance with regulatory and legal requirements.
 Caring - Cares about and demonstrates concern for employees and community members. Builds mutually beneficial relationships with employees, vendors and community members.
 Trustworthiness - Takes actions that build confidence in Department and Pueblo of Santa Clara. Demonstrates honesty and high standards of integrity in all interactions. Gains trust and confidence in relationships with teammates and employees at all levels.
 Fairness - Listens to the concerns of employees and community members. Takes specific actions to ensure the success of employees. Make decisions after careful and appropriate consideration.
 Responsibility - Takes accountability for the services provided, pursuing excellence in everything. Finish rather than surrender to obstacles or excuses. Continually look for ways to improve work. Fulfill obligations and help to fulfill the obligations of the Department.

Disclaimer
Working Conditions for individual positions in this classification will vary based on each departments' utilization, essential functions and the recruitment needs at the time a vacancy is posted. Employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

Employment Requirements
Successful completion of thorough background investigation and MVD check. Employees must comply with Tribal Safety Guidelines, Policies and Procedures and follow the HIPPA US Department of Health and Human Services Guidelines. Successful completion of the mandatory National Incident Management
Training (NIMS) within the first 90 days of employment. Must pass a drug/alcohol test. Must have a valid New Mexico Driver's License and insurable through the Tribe's carrier and not have any DUI/DWI convictions within the last five (5) years from any Tribal, State or Federal Court. Must take and pass a current driving course from General Services Administration.