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Deputy Disaster and Emergency Services Clerk III

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Deputy Disaster and Emergency Services Clerk III

Salary

$20.73 Hourly

Location

Silver-Bow County, MT

Job Type

Full-time Regular

Job Number

2024-037

Department

Disaster and Emergency Services

Opening Date

04/23/2024

Closing Date

5/7/2024 11:59 PM Mountain

FLSA

Non-Exempt

Bargaining Unit

Clerks

• Description

• Benefits

Description

General Statement of Duties

Performs a wide variety of technical and administrative accounting work for the DES department in maintaining the fiscal records and systems of the City-County. Works closely with the DES Coordinator on the day-to-day operations of the Emergency Operations Center and in carrying out the DES mission and programs.

Distinguishing Features of the Class

This is highly responsible technical and administrative accounting work in maintaining the fiscal records and systems of the City-County. The work is performed under the general direction and supervision of the Disaster & Emergency Services Coordinator, but considerable leeway is granted for the exercise of independent judgement and initiative. The nature of the work performed requires that an employee in this class establish and maintain close cooperative working relationships with supervisory personnel, elected officials, first responders, other City-County employees, state and federal employees, and the general public. Because employees in this class may be located in environments associated with frequent public contact, high volume production and/or tight time frames for work completion, the work may be performed under considerable stress.

This position is covered under a Collective Bargaining Agreement between the City-County of Butte-Silver Bow and the Federation of Butte-Silver Bow Public Employees, Local no. 4372, MFPE Clerks.

Duties/Responsibilities

Examples of Essential Work (Illustrative Only)

• Prepares periodic reports and assists in the preparation of quarterly and annual reports to State or Federal agencies and other departments within Butte-Silver Bow;

• Responsible for the administration, reconciliation and documentation of grants awarded to the Department;

• Complies with Federal, State, and local procurement policies;

• Creates journal entries to balance and close monthly books in general ledger revenue and expense accounts;

• Creates all purchase orders and submits invoices to Accounts Payable for processing;

• Collects, organizes, and retains invoices, receipts, and related documentation;

• Reviews timesheets to assure proper job costing and budget allocation;

• Assists with budget preparation, tracking, and analysis;

• Assists in the preparation of contracts, agreements, reports, and applications;

• Prepares financial statements upon request;

• Works with the Finance & Budget Department to assure that all grants are recorded on the A-133 audit and documentation is organized for audit purposes;

• Maintains electronic and paper files for contracts, grants, projects, and other documents;

• Assists in the updating and formatting of Emergency Plans and reports;

• Assists with typing letters and other media for publication;

• Assists with social media and website updates for the department;

• Maintains Emergency Operation Center meeting and training schedules;

• Attends Local Emergency Planning Committee meetings, prepares minutes, and posts agendas / approved minutes on the City-County website;

• Attend meetings, conferences, and workshops as requested and authorized;

• Serves as a member of various employee committees;

• Prepares meeting minutes when requested;

• Provides back-up and support to other related positions and accounting functions;

• Prepares communications to Council of Commissioners for action;

• Performs other duties as assigned.

• Performs all duties and work assignments in a safe, healthy, and environmentally sound manner. Specifically, complies with the Health & Safety Program; maintains work area in a safe and orderly manner; identifies and reports unsafe conditions; reports all accidents; wears required personal protective equipment; and attends safety-related meetings, training sessions, fit testing, etc.

• Performs all duties and work assignments in compliance with project quality requirements.

• Acts responsibly and ethically, and in conformance with generally accepted business, occupational, and professional standards.

• Performs other duties as assigned.

Qualifications

Required Knowledge, Skills and Abilities

• Knowledge of public finance and fiscal planning;

• Considerable knowledge of internal control procedures and management information systems;

• Considerable knowledge of grant administration;

• Knowledge of office automation and computerized applications;

• Considerable knowledge of budgetary, accounting and reporting systems, GAAFR, GAAP and GASB;

• Considerable knowledge of Microsoft Office particularly Word, Outlook, & Excel.

• Knowledge and use of an enterprise financial software;

• Ability to operate and troubleshoot personal computers, laptops, telephones, photocopiers, Smart Boards, AV equipment, and other office equipment;

• Ability to prepare and analyze complex financial reports;

• Ability to maintain efficient and effective financial systems;

• Ability to establish and maintain effective working relationships with other employees, department heads, elected officials, Federal & State Employees;

• Ability to communicate effectively, both orally and in writing;

• Ability to organize and switch among various tasks;

• Ability to work independently and be self-motivated to timely accomplish assigned tasks;

• Ability to work as part of a team;

• Ability to quickly learn and use new skills and knowledge brought about by rapidly changing information and/or technology;

• Ability to work in stressful situations;

Acceptable Experience and Training

• Graduation from an accredited four-year college or university with a degree in accounting, finance, business or public administration, or a closely related field; or

• any equivalent combination of experience and training which provides the knowledge, skills, and abilities necessary to perform the work.

Required Special Qualifications

• Must be a resident of Butte-Silver Bow during employment according to Butte-Silver Bow Ordinance. See below.

o “2.08.010 Residence during employment.

From and after October 1, 1979, all employees of the local government of Butte-Silver Bow shall be bona fide residents within the boundaries of Butte-Silver Bow during the period of their employment by the government of Butte-Silver Bow.

(Ord. 85 § 1, 1979)”

• Must possess a current Montana Driver’s license or have the ability to obtain one within a reasonable period of time after employment.

• Must have completed or the ability to complete within 18 months of being hired: FEMA ICS 100, 200, 700, 800, 230 and 120.

Essential Physical Abilities

• Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to communicate effectively with others in person and over the telephone;

• Sufficient vision, with or without reasonable accommodation, which permits the employee to prepare, review and file a variety of written documents in both electronic and hardcopy forms;

• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer, telephone systems, and to transport files as requested;

• Sufficient personal mobility, with or without reasonable accommodation, which permits the employee to file and retrieve relevant documents, monitor department operations, and to attend meetings at various locations.

The City-County is an Equal Employment Opportunity Employer. It does not discriminate on the basis of race, color, religion, sex, age, national origin, physical disability, or veteran status.

This job description is a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities. Tasks and duties of the employee may differ from those outlined above.

This position offers benefits according to a Collective Bargaining Agreement.

Agency

City and County of Butte-Silver Bow, MT

Address

155 W Granite Suite 209 Butte, Montana, 59701

Phone

406-497-6430

Website

https://www.co.silverbow.mt.us/

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