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Form of workSUMMARY: Initiates, coordinates, and executes administrative support activities in support of Hurricane Relief Efforts in Texas and Louisiana. Candidates will deploy with little or no advance notice to support Administrative operations for hurricane events within Texas or Louisiana for an extended period of time
DUTIES AND RESPONSIBILITIES:
MINIMUM REQUIREMENTS:
QUALIFICATIONS:
COMPETENCIES:
DUTIES AND RESPONSIBILITIES:
- Deployments may include working in excess of eight hours a day, or in excess of 40 hours per week, including weekends and holidays, and under stressful and extreme weather conditions.
- When activated and deployed, you are entitled to lodging, transportation, and per diem reimbursements for authorized expenses
- Overseeing and supporting administrative functions including records consolidation and expense reporting. Processes vendor invoicing and tracks all receipts for audit purposes and reporting.
- Maintain exceptional records of site operation expenditures daily.
- Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.
- Exercises considerable judgement and discretion in handling requests.
- Distributes daily internal/external mail and overnight packages; sends an distributes faxes.
- Composes, types, and distributes professional correspondence and memoranda, E-mails and faxes, using individual initiative and as assigned.
- Proactively establishes, and maintains highly organized filing system; file correspondence and other records.
- Coordinates calendars and schedules appointments, ensuring all parties are informed of and kept abreast of schedule awareness.
- Coordinates travel arrangements; completes expense reports and processes invoices; ensures that correct account codes are used and required signatures obtained.
- Conducts research; compiles and types statistical reports.
- Coordinates meetings including but not limited to preparing and distributing agendas and other meeting materials, reserving and preparing facilities, and recording and transcribing meeting minutes.
- Orders and maintains supplies; coordinates equipment maintenance.
- Manages office petty cash fund and reimbursement procedures.
- Assists in development and implementation of department systems and procedures as needed.
- Performs general clerical duties including but not limited to filing, photocopying faxing, and mailing.
- Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
- Assists with special projects as assigned.
- Performs other related duties as assigned by management.
MINIMUM REQUIREMENTS:
- All candidates must be able to deploy with little or no advance notice to support administrative support operations for Hurricane events within Texas or Louisiana for an extended period of time.
- Deployments may include working in excess of 8 hours a day, or in excess of 40 hours per week, including weekends and holidays, and under stressful and extreme weather conditions.
- Military and/ emergency management experience preferred.
QUALIFICATIONS:
- Associate's degree (A.A.) or equivalent, 3 - 5 years related experience, or equivalent combination of education and experience.
- Strong experience with Microsoft Excel and PowerPoint
- Excellent verbal and written communication skills
- Commitment to excellence and high standards.
- Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
- Strong interpersonal skills and the ability to understand and follow written and verbal instructions
- Ability to deal effectively with a diversity of individuals at all organizational levels
- Good judgement with the ability to make timely and sound decisions
- Creative, flexible, and innovative team player
- Ability to work independently and as a member of various teams and committees
- Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm
- Acute attention to detail and demonstrated ability to plan and organize projects.
COMPETENCIES:
- Problem Solving--Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
- Oral Communication--Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
- Teamwork--Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
