Office Specialist - Communications/Emergency in Newton, Kansas at Harvey County

Provides administrative and management support services to the Communications and Emergency Management departments.Provides customer service to internal and external customers; addresses and resolves customer questions as able and refers complex inquiries, requests, or complaints to appropriate staff.

Sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail.Composes routine correspondence; proofreads and edits documents. Enters, scans, updates, and maintains information in spreadsheets, databases, and reports.Maintains electronic, paper filing, and record systems to provide easy access to records and information; provides retention of records as required by Department, County and State/Federal policies.Assists in compiling financial data to assist in budget preparation for the Department and monitors expenditures against the approved budget.Responsible for the accounting and related recordkeeping of the Department, includes preparing transmittals, financial reports, and bank deposits and reconciliations. Receives and processes payments, applying payment to proper account and providing receipt of transaction when necessary.Provides petty cash disbursements and prepares spreadsheet to reconcile petty cash drawer, if applicable.Prepares and issues vouchers/requisitions for Departmental expenses; presents purchase orders and requisitions; forwards purchase orders to Directors/Assistant Directors; and works with vendors to coordinate purchase.May work with Directors/Assistant Directors to coordinate with vendors/contractors to secure services agreements and other required documentation to meet department objectives.Processes, tracks and reconciles financial and purchasing functions and entries.Processes timesheets for Department staff and submits to Directors/Assistant Directors for approval; reviews time cards, overtime notes, Paid Time Off leave requests for Department payroll calculations.Maintains highly confidential records including personnel files, training, and time and attendance records; applies personnel policies and guidelines in processing timesheets, leave requests and personnel action forms (PAF) in coordination with Human Resources.Maintains and updates Department calendar and website as needed.Oversees 911 funds and Emergency Management funds to deposit.Primary point of contact for alarm billing accounts, including managing invoices, receipts, and contact lists.Inputs NCIC entries, modifications and clearances with a focus on timeliness, accuracy, and adherence to State and Federal CJIS policies and guidelines.Prepares and takes minutes and prepares agendas for assigned meetings.Administratively supports operational responses and recovery efforts for major incidents and EOC activations as directed, to include running errands, making/facilitating phone calls, documentation and augmenting 911 dispatch.Builds, maintains, and utilizes a County-wide common operational picture, to include the daily tracking of weather, resources, and operations.Supports the Communication Services, Emergency Management and Administration/Public Information departments in the development and implementation of community outreach and education initiatives.Oversees application process for fireworks displays.Prepare and submit documents and reports as required for EMPG compliance.

Routinely conducts research and perform special projects for the assigned department.

Provides assistance and support to other team members as needed.

Attend/conduct required trainings as directed.