Administrative Assistant

Administrative Assistant

We are looking for a motivated Administrative Assistant ready to take us to the next level! If you have exceptional attention to detail and autonomous coordination skills and are looking for your next career move, apply now.

We are looking for an Administrative Assistant to support emergency management processes and operations across multiple states and agencies. This position will be Full-Time and On-Site in Indianapolis, IN.

Only work authorizations that will not require sponsorship now or in the future will be considered.

What You'll Do

• Review reimbursement packets for accuracy and consistency across multiple documents, ensuring compliance with standards
• Coordinate with states, agencies, and personnel to provide routine status updates to leadership and organize packets for submission to the requesting state
• Support state agencies and local jurisdictions in cataloging, typing, and vetting deployable resources
• Ensure state staff and partner agencies are familiar with the Emergency Management Assistance Compact Operations System
• Serve in the State Emergency Operations Center (SEOC) A-Team, processing requests and offers between assisting and requesting states
• Review or assist in drafting and executing the Request for Assistance (REQ-A) forms, which serve as legally binding contracts during disasters
• Maintain continuous contact with deployed resources, tracking their status, logistics, and mission progress
• Ensure all deployment documentation, timesheets, equipment, and expense logs are accurately recorded across multiple forms
• Guide personnel and resource providers in building, auditing, and submitting comprehensive reimbursement packages
• Coordinate with Assisting Agency/Entity and Requesting States to reconcile costs and secure reimbursement

What You'll Need

Required:

• Exceptional attention to detail and ability to work autonomously to coordinate with states, agencies, and personnel
• Good computer and math skills

Preferred:

• Emergency Management experience
• Knowledge of the Emergency Management Assistance Compact process (can be taught through Just in Time Training)

Physical Demands

• Ability to safely and successfully perform the essential job functions consistent with the ADA and other federal, state, and local standards
• Ability to conduct repetitive tasks on a computer, utilizing a mouse, keyboard, and monitor
• Must be able to communicate with customers/team members over the phone and in person
• Sedentary work that involves sitting or remaining stationary most of the time with occasional need to move around the office to attend meetings, etc.

$26.41 per hour

The pay range for this position is listed above. Exact compensation may vary based on several factors, including location, experience, and education. Benefit packages include medical, dental, and vision insurance, as well as 401k retirement account access. Employees in this role may also be entitled to paid sick leave and/or other paid time off as provided by applicable law.