APPLICATIONS WILL BE ACCEPTED FOR IN-HOUSE APPLICANTS ONLY BEGINNING SEPTEMBER 23, 2024 THROUGH SEPTEMBER 27, 2024.


APPLICATIONS FOR THE GENERAL PUBLIC WILL BE ACCEPTED BEGINNING SEPTEMBER 28, 2024 OR THE POSITION IS FILLED.

Job Title: Office Coord./Bookkeeper/Admin. Assistant

Date Posted: September 23, 2024

Department: EMA/Dispatch

Hours: 40 Full-time

Pay: $22.94/per hour

Job Description PDF

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Wayne County provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job unless the accommodation would cause an undue hardship.

Incumbent serves as Office Coordinator/Bookkeeper/Administrative Assistant for the Wayne County Emergency Management Agency (EMA) / Wayne County Emergency Communications Department (WCECD), responsible for providing office coordination/bookkeeping in the day-to-day operations of the departments.


DUTIES:

  • Performs bookkeeping duties, including maintaining account balances, preparing claim form vouchers, entering invoices into ledgers for EMA and WCECD.
  • Performs computer functions such as updates and back-up of programs and files.
  • Answers telephone and greets the public, provides information, and answers questions. Processes all data entry, typing, filing, and copying for the offices.
  • Handle public requests for information, ensuring timely and accurate dissemination of responses with the approval of the Director or Deputy Directors of the respective agency.
  • Calculates payroll information, enters into computer systems, and prepares report for the Auditor’s Office.
  • Completes and submits all necessary grant reports for EMA, E9-1-1 departments as required by grantors.
  • Makes telephone inquiries concerning EMA/ E-911 business.
  • Plans and schedules meetings for Director and Deputy Directors.
  • Purchases supplies for Emergency Management Agency/ Emergency Communications Department.
  • Maintains personnel files.
  • Keeps records regarding EMA Vehicle, usage reports, repairs as needed.
  • Maintains all current grants, (from application, approval, purchase to disbursement) State Homeland Security Grant Program (SHSP), Emergency Management Performance Grant (EMPG Salary), Emergency Management Performance Grant (EMPG Competitive) Hazardous Materials Equipment Grant (HMEP).
  • Maintains all data and quarterly reports on grants.
  • Performs text and graphic updates/revisions of agency plans, procedures, and other documents as directed by Agency Director.
  • Compiles, processes and records SARA Title III and Community Right-to-Know information from reporting facilities in the county and the Indiana Emergency Response Commission (IERC). Enters facility reporting information into CAMEO and updates the Hazardous Materials Emergency Response Plan as needed annually.
  • Prepares EMA, SARA, 911 budget with approval from Director.
  • Assists in preparation of budgets, EMA annual and quarterly reports, training manuals and emergency exercises.
  • Assists in agency training and exercise as directed.
  • Responds occasionally to emergencies from off-duty status.
  • Performs related duties as assigned.

JOB REQUIREMENTS AND DIFFICULTY OF WORK:

  • High school diploma or GED. Previous office experience and/or public safety experience preferred.
  • Working knowledge of radio dispatching and standard office procedures, and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.
  • Ability to operate standard office equipment, including computer, calculator, fax machine, postage meter, copier, and telephone.
  • Ability to provide public access to or maintain confidentiality of department information and records according to state requirements.
  • Ability to comply with all employer and department policies and work rules, including but not limited to, attendance, safety, drug-free workplace, and personal conduct.
  • Ability to effectively communicate orally and in writing to department co-workers, police, fire, and EMS departments, hospitals, schools, nursing homes, other county offices, RACES Members, 911 center, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.
  • Ability to work alone with minimum supervision, under time pressure, on several tasks at the same time, and work rapidly for long periods.
  • Ability to compute or perform arithmetic operations, and compile, collate or classify data.
  • Ability to understand, carry out, memorize, and retain oral or written instructions.
  • Ability to file, post, and mail materials, copy data from one document to another, and interview to obtain information.
  • Ability to read work rules, use standard English grammar, spelling, and pronunciation, and speak clearly with poise.
  • Ability to write and edit reports and assist with public training or exercises.
  • Ability to occasionally work extended hours, weekends, and evenings, and occasionally travel out of town, sometimes overnight. Ability to occasionally respond to emergencies from off-duty status.
  • Possession of a valid driver's license and demonstrated safe driving record.

RESPONSIBILITY:

  • Incumbent’s work objectives are set by supervisor, the service needs of the public, and seasonal deadlines. Work assignments are guided by standard operating procedures or policy and procedural manuals. Incumbent must have supervisor’s permission to deviate from standard operating procedures. On rare occasions, decisions are made in the absence of specific policies and procedures, and/or guidance from supervisor. Errors are primarily prevented and detected through standard bookkeeping checks and supervisory review. Undetected work errors could result in inconvenience or loss of money to other agencies or the public.

PERSONAL WORK RELATIONSHIPS:

  • Incumbent maintains communication with department co-workers, police, fire, and EMS departments, hospitals, schools, nursing homes, other county offices, RACES Members, 911 center, and the public in order to give and receive information, and exchange ideas, information, and opinions.
  • Incumbent reports directly to Director of Emergency Management/ Emergency Communications Department.

PHYSICAL EFFORT AND WORK ENVIRONMENT:

  • Incumbent performs duties in a secure underground office environment, involving walking and sitting at will, keyboarding, close vision, speaking clearly, and hearing sounds/communication. Incumbent is occasionally required to work extended hours, weekends and evenings, and travel out of town, sometimes overnight. Ability to respond to emergencies from off-duty status.

APPLY AT:

Human Resource Office
Wayne County Government
401 West Main Street
Richmond, IN 47374

Online submission instructions:
Step 1: Download the job application to your PC
Step 2: Fill out with Adobe Reader or other PDF program of your choice
Step 3: Save finished application (remember where you saved it, by default your Downloads folder)
Step 4: Email finished application to phicks@co.wayne.in.us by attaching it to your email message using your email program (Gmail, Yahoo, Outlook, etc.)

Wayne County is an Equal Opportunity Employer

Download Application