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Program Assistant



SUMMARY: Performs program support involving secretarial duties and administrative assistance for the Emergency Management Director, Deputy Emergency Management Director, Emergency Management Committee, HazMat Team, and the Local Emergency Planning Commission. Work is performed in accordance to federal and state laws plus established policies/procedures with considerable need for independent judgment and a high degree of accuracy. Supervision is received from the Emergency Management Director and Deputy Emergency Management Director.

 ESSENTIAL DUTIES AND RESPONSIBILITIES  include the following. Other duties may be assigned.

 In the absence or at the request of the Emergency Management Director acts as the custodian of records for the Emergency Management Department.

 Assists in the development and preparation of the annual budget. Prepares vouchers for payment of departmental bills, prepares line item transfers, posts journal entries and reconciles budgetary information and reports. Assists in the preparation of bids, lease agreements, and contracts.

 Assists with the Emergency Planning Citizen Right-to-Know Act program. This includes but is not limited to research, development and maintenance of the County EPCRA Plan, Off-site Planning Facilities, and Tier II Reporting Facilities. Conduct Planning Facility inspections and maintenance of records as required by State law.

 Assists with the development and maintenance of county plans including but not limited to the basic County Emergency Plan and related annexes, the Domestic Preparedness Plan, and the Pre-Disaster Mitigation Plan.

 In the event of a disaster assists with emergency management activities within the County. This includes but is not limited to preparing the necessary documentation for the county and various municipalities, assisting with administration for the state reporting process, including all reports and requests, scheduling and coordinating meetings of the appropriate county, municipal, state and federal agencies, conducting damage assessment and disseminating information to the public and media.

 Assist and attends emergency management training and exercise programs.

 Assist with county-wide safety campaigns including but not limited to working with area schools, youth camps and other area organizations. Conducts presentations for organizations regarding emergency management activities, safety activities, plan development, and other issues. Develops and distributes to the public emergency management related information.

Attends committee meetings, posts meeting notices, takes and prepares meeting minutes, prepares correspondence, and maintains mailing lists for the Emergency Management Committee, Hazmat Team, and Local Emergency Planning Commission.

 Prepares mailings, disseminates information, evaluates county equipment and performs equipment maintenance in coordination with the Hazmat Chief or his/her designee.

Maintains the Weather Radio Program including selling products to the public, receiving and recording sales, submitting remittances to the County Treasurer.

 Maintains office inventory for supplies and reorders when necessary.

 Answers the telephone and assists the public, vendors, and consultants with questions and directions as needed.

 Any other duty as assigned.

 QUALIFICATIONS  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 Knowledge of and ability to use computer hardware, software and accessories including but not limited to word processing software, spreadsheets, the Internet, and the AS/400.

Knowledge of regulations, policies and services of office.

Ability to type 60 words per minute.

Ability to maintain accurate and complete records and files.

Knowledgeable of county budget, finance, and committee meeting procedures.

Able to work independently, to organize and prioritize work, and to exercise initiative.

Able to maintain confidentiality.

Able to develop and maintain good working relationships with county personnel, public safety organizations, and governmental agencies.


High school degree with course work in typing, accounting, computers, English and math.

Two year post high school education in accounting, English, EMS, Fire Service, Law Enforcement, Administrative Assistant (including Secretarial Science), or related field.

Two years of work experience in an office as a secretary, administrative assistant, ore related field, or public safety experience in the field of Emergency Management, EMS, Fire Service, or Law Enforcement. One year of work experience in any of these areas can be substituted for one year of post high school education.


Must possess good oral and written communication skills.


Knowledge of business math and accounting.


Ability to evaluate situations and make good independent decisions based on practices, rules, and procedures.


Valid Wisconsin driver's license.


Must be able to traverse a variety of ground due to storm damage and other emergencies.


Must be able and willing to work in potentially hazardous environments due to storm damage and other emergencies.