USAR Program Assistant (Part-Time)

Job Description

SALARY RANGE: $25.00/hr

Works under the general supervision of an assigned USAR manager/supervisor to perform administrative

and financial clerical functions for the Urban Search and Rescue Response (USAR) System of the City of

Memphis’ Fire Division. Administrative functions include answering phones, opening and distributing mail,

ordering office supplies for the USAR Office, distributing identification badges, date stamping,

documenting check numbers and dates into the financial database, and typing memos. Maintains a filing

system of awards and project numbers. Arranges travel for task force personnel, receives travel

authorization forms and enters them into a travel expense spreadsheet; and updates check sheets for

travel files. Reimburses travel expenses for personnel from FEMA meetings and FEMA National

trainings. Maintains a report of travel, rehab hours, deployments, etc. Financial transactions include

checking the database to keep apprised of discrepancies and payments, ensuring accounts are paid out

and contacting Fire Administration if a problem exists. Performs data entry of all financial transaction

spending of grant funds. Tracks and ensures grant and travel reimbursements are handled in a timely

manner. Receives petty cash reimbursement forms and notifies employees regarding reimbursement

dispositions. Receives vendor invoices to process for payment by check request. Submits report of

weekly check requests to supervisor, enters data into the USAR weekly check request databases and

financial databases, files copies in USAR vendor / class files, and sends the originals to Accounting for

payment. Calculates employee time, makes copies, and sends to Payroll for processing. Notifies

personnel regarding check availability .

Responsibilities

Performs additional functions (essential or otherwise) which may be assigned.

Typical Physical Demands

Must be able to communicate verbally and in writing. Must be able to operate personal computer and all

basic office equipment.

Typical Working Conditions

Works is performed in an office environment.

Qualifications

High School diploma or equivalent and three (3) years administrative/clerical experience working in an

office environment; or any combination of experience and training which enables one to perform the

essential job functions. Experience using Microsoft Office Suite and Oracle Applications preferred.

Experience assisting with grant administration or working in an EMA-related environment preferred.