Administrative Assistant - Department of Emergency Management

Job Description:

Administrative Assistant - Department of Emergency Management

Description

ESSENTIAL FUNCTIONS

Under general supervision, coordinates and performs a variety of skilled administrative functions; provides clerical support to assigned management and/or other departmental personnel; and performs other related duties as assigned. Provides staff support during emergency activations, incidents, training, and exercises within the Emergency Operations Center and other operational environments.

The following duties are the fundamental, crucial job duties performed by this position. This is not a comprehensive list of all tasks that may be assigned. Incumbent may be required to perform other duties as assigned and appropriate for the position.

• Answers, screens, and directs incoming calls; responds to public inquiries and requests for information; records, logs, and files public disclosure requests.
• Maintains departmental calendars; schedules and coordinates meetings, appointments, luncheons, award ceremonies, social events, and/or other types of functions; organizes and books travel arrangements.
• Prepares and/or drafts correspondence, news releases, statements, resolutions, contracts, reports, forms, electronic newsletters, social media postings, rosters, and/or other departmental documentation.
• Coordinate and oversee emergency management volunteers in support of preparedness, response, recovery, and community resilience efforts.
• Attends and participates in administrative briefings and/or other assigned meetings; records and transcribes meeting minutes.
• Updates and maintains departmental records, personnel files, policy manuals, and filing systems; purges archived records in accordance with established retention guidelines.
• Performs a variety of accounts payable and receivable functions; prepares payroll for area of assignment.
• Participates in administering assigned departmental grants and/or contracts; compiles data and submits related reports in accordance with reporting requirements.
• Monitors and maintains office supply inventories.
• Coordinates and conducts special projects as assigned.
• Maintains and updates emergency contact information with partnering agencies and jurisdictions.
• Assists in maintaining the Emergency Operations Center accessibility and availability for disaster readiness.

WORKING ENVIRONMENT / PHYSICAL DEMANDS

Work is primarily performed in an office setting with standard equipment such as computers, phones, and filing systems. The role involves prolonged periods of sitting, frequent use of computers and communication devices, and occasional lifting of files or supplies up to 25 pounds. During emergency activations or large-scale events, the Administrative Assistant may be required to work extended or irregular hours, including evenings, weekends, and holidays, in a fast-paced and high-stress environment where priorities can shift rapidly. Will be required to drive to emergency sites, emergency exercises and trainings.

REQUIRED QUALIFICATIONS

• Associate’s degree in public administration, Emergency Management, Business Administration, or a related field; OR equivalent combination of education and administrative/office experience.
• Must possess and maintain a valid Washington State Driver’s License.
• Certification of the following FEMA Independent Study Courses:
  • IS-100: Introduction to Incident Command System
  • IS-700: National Incident Management System (NIMS)

Successful certification of the following FEMA Independent Study Courses will be required within 120 days of hire:

• IS-200: Basic Incident Command
• IS-800: National Response Framework (NRF)
• IS-230: Fundamentals of Emergency Management
• IS-2200: Basic Emergency Operations Center Functions

PREFERRED QUALIFICATIONS
Bachelor’s degree in public administration, Emergency Management, Business Administration, or a related field.

COMPETENCIES (Knowledge, Skills, Abilities, and Behaviors)

Knowledge of:

• Departmental operations relative to area of assignment.
• General office practices and equipment.
• Standard computer software applications.
• Basic accounting principles.
• Records management principles and standards.

Skills in:

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Comfortable using databases, spreadsheets, and online collaboration tools.
• Experience with social media platforms or website content management is helpful.
• Coordinating and conducting a variety of skilled administrative support functions.
• Preparing and maintaining correspondence, reports, and other types of documentation.
• Scheduling and organizing meetings, appointments, social functions, and other departmental events.
• Assisting in administering grants/contracts and performing general accounting duties.
• Establishing and maintaining effective working relationships with other staff, County departments, outside agencies, and the general public.
• Communicating effectively verbally and in writing.

Ability to:

• Learn and follow County policies and procedures.
• Knowledge of basic office procedures and records management.
• Ability to learn emergency management processes, terminology, and protocols.
• Strong written and verbal communication skills.
• Ability to prioritize tasks and work independently in a fast-paced environment.
• Detail-oriented with strong organizational skills.
• Ability to maintain confidentiality with sensitive information.

Behaviors:

• Regular, reliable attendance.
• Flexible and able to adapt to changing priorities, especially during incidents.
• Calm under pressure with good problem-solving skills.
• Team-oriented, reliable, and professional demeanor.

Lewis County is an equal opportunity employer that provides access, free from discrimination based on race, color, national origin, religion, age, sex, marital status, sexual orientation, military or veteran status, pregnancy, disability, genetic information or any other basis protected by law in employment or provisions of services.

Health Insurance: We offer comprehensive medical coverage-including vision-along with dental and basic life insurance for employees and their families. Multiple medical plan options are available, so you can choose the coverage that best fits your needs.

Retirement Plans: Secure your future with enrollment in one of Washington State's Department of Retirement Systems programs: PERS, PSERS, or LEOFF. Both you and the County contribute to your retirement, ensuring long-term financial stability.

Paid Leave: Full-time regular employees earn paid vacation in addition to paid holidays.

Longevity: We recognize and reward your dedication with additional monthly compensation for continuous service milestones.

Deferred Compensation: Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Flexible Spending Account (FSA): Employees can take advantage of Section 125 flexible spending accounts for out-of-pocket health care and daycare expenses with pre-tax dollars.

Public Service Loan Forgiveness: If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Please visit our Employee Benefits webpage for details: 2026 Benefits

Accommodations for All Applicants: If you need accommodations during the selection process, we’re here to help! Contact our Human Resources Department at (360) 740-2737 or [email protected] .

Closing Date/Time: 5/17/2026 11:59 PM Pacific

Salary:

$52,792.32 - $70,992.00 Annually