Administrative Assistant / Program Manager

Job Description Apply Online

Essential Job Duties:

Financial & Budgetary Management:

• Oversee accounts receivable/payable and reconcile monthly/quarterly financial statements.
• Process payroll and annual change notices.
• Manage per capita collection, including invoicing and fund reconciliation for local communities.
• Develop the annual budget, coordinate budget workshops, meet publishing requirements, submit to the Department of Management, and assess the need for budget amendments.

Grant Administration:

• Oversee all aspects of grant management, including Notices of Interest (NOIs), applications, quarterly progress reports, reimbursement requests, equipment inventory tracking, and compliance with administrative policies.
• Ensure successful completion of grant audits and closeout procedures.

Emergency Management Coordination & Planning:

• Organize and manage Emergency Management Commission meetings, including scheduling, agenda preparation, minute recording, and website postings.
• Coordinate Local Emergency Planning Group (LEPG) efforts, including meeting facilitation, stakeholder engagement, compliance with hazardous materials planning regulations, and maintaining required records.
• Assist with EMS affiliation development, including supply inventory, stocking, purchasing, and distribution.
• Lead the development and annual revisions of emergency support plans, including Emergency Support Functions (ESFs), Recovery Support Functions (RSFs), and mass casualty/fatality plans.
• Coordinate updates for the Jasper County Hazard Mitigation Plan and support local communities and school districts throughout the planning process.
• Serve as the Continuity of Operations Plan (COOP) Coordinator, ensuring bi-annual updates of departmental COOP attachments.

Public Information & Communications:

• Manage Jasper County's Emergency Notification System, including administration, group management, system promotion, issuing alerts, and ensuring compliance with IPAWS (Integrated Public Alert & Warning System).
• Act as Public Information Officer (PIO), delivering citizen preparedness messages through social media and website updates.
• Plan and promote Severe Weather Awareness Week and Preparedness Month initiatives.
• Schedule and promote the annual Storm Spotter course.

Administrative & Office Management:

• Oversee the development, maintenance, and updates of the EMA website and social media platforms.
• Maintain master contact lists and SharePoint files.
• Handling general office duties, including password management, ordering office supplies, and scheduling the Emergency Operations Center (EOC).
• Ensure all required documents, training records, and emergency plans are submitted to Iowa Homeland Security & Emergency Management (IHLSEMD) via SharePoint.

Qualifications & Skills:

• Experience in emergency management, public administration, or a related field.
• Strong financial management and grant administration skills.
• Excellent organizational, communication, and public relations abilities.
• Proficiency in Microsoft Office, social media platforms, and emergency management software.
• Ability to coordinate multiple projects while meeting strict deadlines.
• Familiarity with emergency planning frameworks, LEPG coordination, EMS supply management, and notification systems such as IPAWS.

Job Description Apply Online