Campus Pride Jobs

Must apply on external site: https://www.governmentjobs.com/careers/northamptoncounty

Application deadline is October 1, 2024 at 5:00 PM EST. Applicants will not be contacted until after this date. Internal applicants will be considered before external applicants.

Job Description

GENERAL PURPOSE The Clerical Technician 3 -- Emergency Management Services (E911) is responsible for performing a variety of administrative and professional work in the Emergency Management Services department. This position independently prepares, carries out, and takes definitive action regarding processes and functions that are integral parts of the department's mission.

*SUPERVISION RECEIVED* This position reports directly to the Director of Emergency Management. This position also receives work directives and assignments from the Deputy Director of 911 Operations, Deputy Director of Systems Management, Operations Manager for 911, Quality Assurance Manager for 911, 911 Training Manager, Systems & Logistics Manager, Emergency Management Planning Manager, Emergency Management Operations/Training Manager, and the Hazard Mitigation/Disaster Recovery Manager.

SUPERVISION EXERCISED This position is not responsible for the supervision of other employees or functions.

*ESSENTIAL DUTIES OF THE POSITION* Acts as the point of contact during office hours for secured and locked building. Visitors will utilize phone in vestibule to request access and the individual in this position has the ability to unlock the door to provide access.

Greets guests in a professional, friendly, and courteous manner. Answers questions from employees, public safety organizations, and the public or directs to appropriate Emergency Management staff when necessary.

Possesses excellent communication and interpersonal skills with the ability to listen effectively and respond appropriately. Must possess the ability to remain diplomatic in complex, high-pressure situations.

Responsible for maintaining the filing of departmental records.

Processes all incoming mail and correspondence received in the department, and distributes to appropriate parties.

Schedules meetings and trainings. 

Updates public safety personnel contact information.

Receives all incoming invoices to be paid. Verifies accuracy and codes with appropriate account number prior to presenting them for approval.

Uses Excel to create spreadsheets as needed by the department.

Helps staff prepare and submit grant paperwork.

Enters purchase requests in OneSolution/Enterprise Resource Planning (ERP) Software and submits for approval.

Uses OneSolution/Enterprise Resource Planning (ERP) Software system to print out budgets and reports for Administrative Staff.

Creates and/or proofreads invoices, memos, and miscellaneous letters for staff.

Assists Administrative Staff with various projects, meetings, and trainings.

Sets up and breaks down rooms for various meetings, trainings, and events. Coordinates meals and refreshments for meetings, trainings, emergency events, and other events at the facility.

Attends Administrative Staff and Shift Supervisor Meetings to take minutes. Composes updated minutes and distributes as directed.

Works with staff to schedule vendors to come to the building for service.

Contacts applicants to schedule interviews for open positions within the department.

Monitors office supplies and copier paper for the building. Enters purchase requests for paper and orders office supplies.

Handles online postage account and prints out postage. Prepares outgoing mail.

Processes Emergency Response Invoices.  Makes deposits when funds are received.

Uses payroll system (Kronos) to enter payroll and approves it for the Administrative Staff.

Requires high energy, professionalism, the ability to multitask and establish priorities while working independently.

NOTE: This position is considered Essential Per onnel and is required to be present during inclement weather or other emergency situations which may occur after hours. This position may assist in the County Emergency Operations Center as a staff member when needed. Will greet and direct visitors to the building during these times.

*An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

*REQUIRED MINIMUM QUALIFICATIONS*

*EDUCATION & EXPERIENCE-- Completion of a high school, or general equivalency, diploma; *AND

At least two (2) years of satisfactory full-time professional clerical work experience.

Must be certified as NIMS (National Incident Management Systems) 100, 200, 700, and 800 within one (1) year of hire.

*KNOWLEDGE, SKILLS, AND ABILITIES* Ability to learn 911 and Emergency Management terminology/acronyms.

Ability to learn basic accounting concepts and procedures.

Ability to handle stressful situations.

Ability to communicate effectively and proficiently verbally and in writing to employees, managers, public safety organizations, and the public.

Ability to establish and maintain effective working relationships with employees, supervisors/managers, other public safety agencies, and the public.

Knowledge of computers and computer software. Ability to apply this to word processing, Excel Spreadsheets, Microsoft Outlook, and OneSolution/Enterprise Resource Planning (ERP) Software.

Ability to keep and maintain confidential and sensitive information.

Ability to read, write, speak, understand, and communicate in English to perform the duties of this position.

*TOOLS AND EQUIPMENT* Telephone, personal computer (including word processing, postage, and spreadsheet software), calculator, postage scale, writing implements, fax machine, copy machine, and paper shredder.

PHYSICAL DEMANDS While performing the duties of this job, the employee is frequently required to walk, sit, talk, or hear.

The employee must occasionally lift and/or move up to twenty-five (25) pounds.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job

The noise level in the work environment is moderately quiet.

*SELECTION GU*