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Administrative Assistant - EMA

Centre County Government • Bellefonte, PA • 2d ago

Receives, reads, and distributes mail, and replies to inquiries.

Takes and transcribes dictation from tapes or drafts.

Provides information by using phone, postal mail, or e-mail and direct callers to appropriate agencies or individuals.

Types letters, forms, reports, and other correspondence.

Prepares complex clerical records and reports from a variety of material and information.

Organizes and maintains paper and electronic files and reports for department.

Operates computer, copier, fax machines, and other office equipment as necessary.

Arranges meetings, makes reservations and completes other details as necessary.

Creates and processes purchase orders on a routine basis.

Acts as administrative liaison with other County departments and local, state, and federal agencies.

Prepares, coordinates, sends, and tracks invoices and bills to responsible parties for hazardous materials spills.

Prepares invoices and collects fees from chemical facilities in accordance with complex state and federal guidelines. Administers proper fiscal management of chemical fee collection, invoicing, and disposition in accordance with applicable laws.

Maintains statistical data needed for use in required county, state, and federal reports.

Acts as liaison with various vendors and assists in rectifying problems encountered.

Audits claims for payment.

Creates and maintains databases for department use.

Staffs the County Emergency Operations Center (EOC) and may be required to work additional and varied hours for an EOC activation.

Provides guidance to appropriate chemical facility personnel regarding the development and submission of hazardous materials plans and chemical quantity reporting.

Coordinates the completion, receipt, updating and proper filing of all applicable municipal, school, daycare, assistant living, dam, chemical facility, emergency, and contingency plans within the department and the EOC.

Oversees the submission of chemical inventory reporting and assists with the development of hazardous material response plans.

Complies with the PEMA Annual Statement of Work (ASOW) requirements as it applies to training, exercises, and certifications.

Tracks grants and takes an active role in coordinating the grant process including assisting with preparation of narratives, grant budget spreadsheets and statistics.

Monitors compliance for record retention for EMA files and records.

Maintains the required level of Emergency Management training and certification required to be an EMPG grant funded position including mandatory in-service training and training exercises.

Maintains budgets for both departments (351 & 352) along with frequent changes and expenditures.

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