SSS V - Emergency Services

Administrative Support Staff

Support the Mission of the Department of Emergency Services; to promote and assist in providing safety and security to Chester County citizens so they can work, live, and grow in a healthy and safe community. This is an advanced-level support staff position that provides administrative support and clerical duties within the Emergency Services Department. This position requires advanced organization, computer and typing skills. This position requires availability 24 hours a day, seven days a week, 365 days a year. All Department of Emergency Services employees are essential personnel and may be required to work during non-business hours for extended periods of time. Essential employee duties may involve assignments within the Emergency Operations Center (EOC), deployment to a field location, or other duties as required during periods of emergencies or training/exercise. Emergency assignments may be performed under adverse conditions, continue for periods ranging from a few hours to several weeks, and may require travel.

Essential Duties

• Provide administrative support (take and transcribe minutes; prepare agendas and meeting notices; compose correspondence, create reports, etc.).
• Typing and data entry (input, prepare, create, process, update and distribute).
• Clerical duties (fax, copy, print, assist with mailings, address updates, etc.).
• Process invoices, check and credit card payments.
• Maintain filing system and directory.
• Maintain records, databases, logs, and spreadsheets.
• Maintain ordering of supplies for Public Safety Training Campus (PSTC) and functions.
• Sort and distribute incoming mail.
• Perform other office functions as necessary (, attend meetings, serve as liaison, etc.).
• Assist first responders and others with training registrations.
• Assist instructors with class preparation.
• Maintain the training website (schedule and edit class, cancel classes, etc.).
• Create class descriptions and announcements.
• Serves as a point of contact and register all appropriate fire training for the National Emergency Training Center.
• Gather necessary material for the PA Auditor General during Fire Company relief audits.
• Organize the Firefighter I graduation.
• Assist with Emergency Operations Center (EOC) activations, drills & functions, as necessary.
• Perform other duties, tasks, and special projects, as assigned.

Qualifications/Preferred Skills, Knowledge & Experience

• High School diploma or GED with courses in office administration, one or more years of job-related experience, or any combination of education and experience.
• Three or more years of general office experience (typing, filing, copying, etc.).
• One or more years of customer service experience.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• All DES employees must successfully complete the following FEMA course within 6 months of hire:
• IS100 Introduction to the Incident Command System
• IS200 ICS for Single Resources and Initial Action Incidents
• IS700 National Incident Management System, An Introduction
• IS800 National Response Framework, An Introduction
• IS2200 Basic Emergency Operations Center Functions
• Excellent verbal and written communication skills (clear and accurate) with strong grammar and spelling knowledge.
• Work cooperatively with employees, section heads, and the public in satisfying the needs and responsibilities of the assigned facilities.
• Ability to work independently or as part of a team and proceed with objectives.
• Strong interpersonal and customer service skills.
• Intermediate math and accounting skills.
• Ability to use standard office machines (fax, copier, calculator, etc.).Ability to keep records and prepare reports.
• Ability to prioritize work and meet deadlines.
• Advanced organizational, time management, and documentation skills.
• Accurate and detail oriented with effective oral and written communication skills.
• Ability to follow protocols to handle and resolve routine problems using set parameters.
• Ability to use common sense understanding to carry out written and verbal instructions.
• Exhibits sound and accurate judgement.
• Flexible, with an ability to carry multiple tasks to completion.
• Exhibits a strong work ethic and a willingness to learn new tasks.
• Professionalism, integrity, and honesty with an ability to handle confidential matters.
• Must always maintain a professional image.
• Advanced computer knowledge and skills.
• Ability to interface effectively with all levels of County government, user agencies and the general public.

• Associate's degree from an accredited college or university with courses in office administration, or two years of business school or equivalent education, training and/or job experience.
• Knowledge of County of Chester policies and procedures.
• Knowledge of Department of Emergency Services (DES) and Fire and Law Enforcement Services policies and procedures.

Additional Information

Relevant background checks, clearances, physicals, drug tests, and any other assessments or evaluations will be conducted after an offer of employment is given per County policy. Computer Skills: To perform this job successfully, an individual should have:

• Intermediate to Advanced Office Suite Skills, (Computer skills)
• Intermediate to Advanced cyber navigation skills for research purposes.
• Intermediate to Advanced Outlook Skills (email and calendar).
• Basic PeopleSoft skills (HR and Financial) or the ability to quickly learn.
• Ability to quickly learn internal proprietary software used by the Public Safety Training division, and the department of emergency services. (, Juvare/WebEOC, PEMA/FEMA Online Grant Systems, PowerDMS, DesTraining.chesco.org, etc.).
• Strong typing skills (minimum of 55 wpm).
• Intermediate knowledge of Facebook and other social media platforms.
• Working knowledge of Audio/Visual technology.
• Working knowledge of SMART Technology.

While performing the duties of this position, the employee is frequently required to sit and talk or hear. On occasion, the employee will need to walk, reach, or work with arms above shoulder height, bend at the waist while working, and carry items. Rarely will there be a need to stand; kneel, stoop, crouch, or squat; climb stairs; lift items; and drive a vehicle. The special vision requirements for this job are:

• Close vision (clear vision at 20 inches or less) office work
• Distance vision (clear vision at 20 feet or more) training grounds
• Color vision (ability to identify and distinguish colors
• Peripheral vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point) for safety while working during training or at an incident scene
• Ability to recognize and identify the audible and visual signals.

• The noise level in the work environment is usually quiet but can be moderate to loud depending on the assignment. Work assignments can change rapidly.
• Will occasionally be exposed to outside weather and adverse weather conditions.
• Will be required to operate a motor vehicle; at times this may include hazardous driving conditions.
• Will occasionally be required to work extended hours, nights, weekends, and holidays.
• Ability to attend meetings on site and off site (various hours).

Physical Abilities

• Ability to communicate with students/employees/public.
• Ability to work with team of instructors.
• Ability to hear and speak with instructors/students/public/employees.
• Ability to operate a computer and office equipment.
• Ability to read documents.

• Driver's license required to drive from site to site.to conduct campus business.