Job ID: IN-810375 (93090907)
Onsite/Local Admin Assistant/Clerk with financial reconciliation/reimbursement, customer service, spreadsheet, database, emergency management, Logistics/supply chain experience
Location: Indianapolis, IN (Indiana Department Of Homeland Security)
Duration: 5 Months
Skills:
Prior customer service experience in an administrative assistant or clerical role. Required 2 Years
Basic experience with spreadsheets and databases. Required 2 Years
Prior reimbursement or financial reconcilitation experience. Required 2 Years
Strong attention to detail with the ability to work independently. Required
Good oral and written skills. Required
Strong math and computer skills. Highly desired
Prior experience with emergency management credentials/certifications. Highly desired
Prior government or public sector expereince. Nice to have
Logistics/supply chain coordination experience. Nice to have
Description:
Reviewing reimbursement packets for accuracy & consistency across multiple documents, coordinating w/other states, agencies, or personnel, providing routine updates to leadership, as well as organizing the packet for submission to requesting state
A state-level EMAC (Emergency Management Assistance Compact) Contractor will assist the Logistics Section Chief with closing out open Emergency Management Assistance Compact (EMAC) Reimbursement Packets.
Responsibilities include reviewing the reimbursement packets for accuracy and consistency across multiple documents, coordinating with other states, agencies, or personnel, and providing routine status updates to leadership, as well as organizing the packet for submission to the requesting state
1. Pre-Event Preparation & Planning
Resource Typing: Assist state agencies and local jurisdictions in cataloging, typing, and vetting deployable resources.
System Maintenance: Ensure state staff and partner agencies are familiar with the Emergency Management Assistance Compact Operations System.
2. Activation & Deployment Operations
A-Team Support: Serve as a member of the State Emergency Operations Center (SEOC) A-Team to process requests and offers between Assisting and Requesting States.
REQ-A Processing: Review or assist in drafting and executing the Request for Assistance (REQ-A) forms, which serve as legally binding contracts during disasters.
Monitoring: Maintain continuous contact with deployed resources, tracking their status, logistics, and mission progress.
3. Post-Disaster Reimbursement & Compliance
Documentation: Ensure all deployment documentation, timesheets, equipment, and other expense logs are accurately recorded across multiple forms.
Package Auditing: Guide deploying personnel and resource providers in building, auditing, and submitting comprehensive reimbursement packages.
Financial Closeout: Coordinate with Assisting Agency/Entity and Requesting States to reconcile costs and secure reimbursement.
4. Qualifications & Requirements
Experience: Emergency Management experience is preferred but not required.
Skills: Detailed oriented, ability to work autonomously to coordinate with other states, agencies, and personnel. Good computer and math skills are a bonus. Knowledge of the Emergency Management Assistance Compact process is preferred but can be taught with Just in Time Training.
Hours: Work weekdays, 37.5 hours per week unless other arrangements are made with supervisor.