Administrative Assistant I (CEMA)

Salary: $39,806 - $62,192

Position Grade: 13G

Department: City Emergency Management Agency

Job Type: Full-Time (Permanent)

Examination Number: EX1616

Location: Downtown - St. Louis, MO

This position is responsible for coordinating extensively with CEMA staff, City departments, vendors, and external partners on administrative matters and serves as the primary point of contact for general inquiries, scheduling requests, and administrative support during steady-state operations. Incumbent functions as Finance/Administration Section support during EOC activations, assisting with personnel time tracking, administrative documentation, and message center operations. Emergency Availability: 24/7/365 - Must respond within 60 minutes of notification during emergencies.

Essential Functions and Responsibilities:

Office Management and Administrative Support

• Serves as CEMA's primary administrative coordinator responsible for maintaining efficient office operations and providing comprehensive administrative support to agency leadership and staff. Manages the front office environment, serving as the initial point of contact for visitors, telephone inquiries, and general correspondence. Greets visitors, determines nature of business, and directs individuals to appropriate staff members or provides information within scope of authority.
• Coordinates and maintains office supplies, equipment, and materials, ensuring adequate inventory levels and functioning equipment. Monitors supply usage, anticipates needs, and processes procurement requests through established City purchasing procedures. Coordinates with vendors on orders, deliveries, and payment inquiries. Maintains organized and professional office environment including common areas, conference rooms, and EOC spaces during non-activated periods.
• Provides direct administrative support to the Commissioner, Deputy Director, and Grant Manager including document preparation, correspondence drafting, and information compilation. Prepares reports, memoranda, letters, and other documents ensuring accuracy, proper formatting, and adherence to City communication standards. Proofreads and edits documents for grammar, spelling, and clarity. Maintains confidentiality of sensitive information and exercises discretion in handling personnel matters, budget information, and operational details.

Scheduling, Calendar Management, and Meeting Coordination

• Manages complex scheduling and calendar coordination for CEMA leadership, ensuring efficient time management and avoiding conflicts across multiple commitments. Maintains calendars for the Commissioner and Deputy Director, scheduling meetings, appointments, and events while coordinating with internal staff and external partners. Anticipates scheduling needs and proactively identifies potential conflicts or opportunities for efficiency.
• Coordinates all aspects of meeting logistics including room reservations, technology setup, agenda preparation, material distribution, and refreshment arrangements. Prepares meeting agendas in coordination with meeting organizers, compiles and distributes background materials, and ensures all participants receive timely notification and relevant documents. Attends meetings as assigned to take notes, track action items, and prepare meeting summaries for distribution.
• Coordinates travel arrangements for CEMA staff including conference registrations, transportation bookings, lodging reservations, and itinerary preparation. Processes travel authorization requests and travel reimbursement claims in accordance with City policies. Maintains travel records and ensures compliance with grant requirements for federally-funded travel. Coordinates logistics for CEMA participation in regional meetings, training events, and professional conferences.

Records Management and Documentation

• Establishes and maintains comprehensive records management systems for CEMA ensuring proper organization, retention, and retrieval of agency documents. Develops and implements filing systems (physical and electronic) that enable efficient access to records while ensuring compliance with City records retention policies and state public records requirements. Maintains document control procedures that ensure version accuracy and appropriate access restrictions for sensitive materials.
• Manages agency correspondence including incoming mail processing, distribution, and tracking of outgoing communications. Maintains correspondence logs and ensures timely response to inquiries. Coordinates document routing for signature, review, and approval processes. Manages electronic document storage including shared drives, document management systems, and email archives.
• Supports grant documentation requirements by maintaining organized files of grant applications, awards, reports, and supporting documentation. Assists the Grant Manager with compilation of backup documentation for reimbursement requests. Ensures grant files are audit-ready and contain all required documentation. Maintains training records, certification documentation, and personnel files as assigned. Coordinates records disposition in accordance with retention schedules and archives historical documents appropriately.

Financial and Procurement Support

• Provides administrative support for CEMA financial operations under the direction of the Grant Manager, including processing of invoices, purchase requisitions, and payment documentation. Prepares and processes vouchers, purchase orders, and procurement documents in accordance with City financial procedures. Tracks expenditures against budget allocations and alerts supervisors to potential issues. Maintains organized financial documentation for audit purposes.
• Coordinates procurement activities including obtaining quotes from vendors, preparing bid documentation, and processing contract paperwork. Communicates with vendors regarding orders, deliveries, invoices, and payment status. Maintains vendor contact information and tracks vendor performance. Processes p-card transactions, reconciles statements, and maintains supporting documentation in compliance with City policies.
• Supports timekeeping and payroll functions by collecting and reviewing time sheets, coordinating leave requests, and ensuring accurate personnel records. Processes personnel-related documents including new hire paperwork, status changes, and separation documentation. Maintains personnel files and ensures compliance with confidentiality requirements. Coordinates with City Human Resources and Payroll departments on personnel matters as directed.

EOC Support and Emergency Activation Functions

• Supports Emergency Operations Center activations by staffing Finance/Administration Section positions as assigned, with primary responsibilities in personnel time tracking, administrative documentation, and message center operations. Establishes and maintains check-in/check-out procedures for EOC personnel, ensuring accurate accountability and time documentation for all staff present during activations. Maintains time records required for potential federal reimbursement under disaster assistance programs.
• Operates the EOC message center during activations, receiving, logging, routing, and tracking messages and information requests. Ensures messages reach appropriate recipients and documents message handling for incident records. Supports administrative documentation functions including copying, filing, and organizing incident paperwork. Assists with shift change coordination and ensures administrative continuity across operational periods.
• Supports EOC logistics functions as needed including food service coordination, supply procurement, and facility support during extended activations. Coordinates with external vendors for catering, equipment rentals, and supplies required during emergency operations. Maintains documentation of emergency expenditures for reimbursement processing. Assists with demobilization administrative functions and post-incident documentation organization.

Customer Service and External Coordination

• Serves as initial point of contact for public inquiries, providing professional and courteous customer service while directing complex questions to appropriate staff members. Responds to general information requests about CEMA programs, services, and emergency preparedness resources. Maintains awareness of agency programs and current initiatives to provide accurate information to callers and visitors.
• Coordinates with City departments, regional partners, and external stakeholders on administrative matters including scheduling, information requests, and document exchanges. Serves as liaison between CEMA and City support departments including Personnel, Purchasing, Comptroller, and Facilities Management. Represents CEMA professionally in all interactions with internal and external contacts.
• Assists with public outreach activities as assigned, including preparation of informational materials, event logistics support, and distribution of preparedness resources. Supports community engagement events by coordinating logistics, preparing materials, and staffing information tables. Performs other duties as assigned by the Grant Manager, Deputy Director, or Commissioner to support agency mission accomplishment.

Knowledge, Skills, and Abilities:

• Equipment to be operated: Computer workstation and standard office productivity software including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams); City financial and human resources information systems; emergency management information systems including WebEOC or similar platforms; multi-line telephone systems and mobile communication devices; video conferencing platforms; standard office equipment including copiers, scanners, printers, and fax machines; postage meters and mailing equipment; document shredders and records management systems; radio communications equipment during EOC activations; and City vehicle for occasional errands and deliveries as required.
• Physical requirements: Work is primarily sedentary, performed in an office environment. Requires extended periods of sitting at a computer workstation and sustained visual concentration on screens and documents. Must be able to lift and carry up to 25 pounds, including office supplies, files, and equipment. Occasional standing, walking, bending, and reaching required for filing, supply management, and office organization tasks. Must be able to operate standard office equipment including computers, copiers, and telephone systems.
• Environmental conditions: Work is normally performed in an office environment under generally safe and comfortable conditions. The position involves regular interaction with the public, City employees, and external partners, occasionally including individuals who may be frustrated or upset. During EOC activations, exposure to high-stress situations, extended operations, and rapidly changing conditions is expected. The EOC environment during activations may be crowded and noisy with sustained activity over extended periods.
• Schedule demands: This position requires 24/7/365 availability for emergency response. During EOC activations, extended work hours (12+ hour shifts), weekend and holiday duty, and multi-day sustained operations should be expected. The incumbent must be able to report to the EOC within 60 minutes of notification during emergencies. Regular work schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with in-office presence required five days per week. Occasional schedule flexibility may be required to support early morning meetings, evening events, or special projects outside of emergency activations.

An Associate’s degree in Business or Public Administration, or a directly related field; plus two years of administrative support experience. OR an equivalent combination of education, training and experience. Qualifying experience must include demonstrated proficiency in office software applications, records management, scheduling coordination, and customer service.

Required Training and Certifications:

• FEMA Independent Study courses: IS-100, IS-700 (or ability to complete within 6 months of hire)

License: Must possess and maintain a valid driver's license while employed by the City of St. Louis. Must possess a valid driver's license at the time of filing application and be able to present it upon request. Please note type of license, number, class and expiration date on the Employment Application. Only qualified applicants who provide proof of a valid driver’s license will be considered for this position.

Preferences: Experience in government or public sector settings, emergency management agencies, or grant-funded program administration.

Preferred Certifications and Credentials:

• Bachelor's degree in Business Administration, Public Administration, or a directly related field
• Certified Administrative Professional (CAP) - IAAP
• Microsoft Office Specialist (MOS) certification
• Experience with federal grant administration or compliance documentation
• Experience with emergency management information systems (WebEOC or similar)
• Notary Public commission or ability to obtain within 6 months of hire
• FEMA Professional Development Series (PDS) completion
• Prior experience in City of St. Louis government operations

Scoring Components and Their Weights
Experience and Training: 100%
Subject to:
Background Investigation: Pass/Fail
Medical Examination: Pass/Fail

• As part of the background investigation, applicants must pass the minimum screening requirements as determined by CALEA in order to work in the St. Louis Metropolitan Police Department Headquarters.

Documentation of Academic Credentials must be Submitted Upon Request

When completing the Employment History and the Educational/Training History sections of the Employment Application, please be as thorough as possible when describing your education, training and experience relating to this position. Applicants will only receive credit for their experience, training and education as shown on the application. Resumes will not be accepted as a substitute to a fully completed application. Incomplete applications will not be considered.

Veterans Preference Points

To be eligible for veteran's preference points, the applicant must submit a copy of their DD 214 Certificate of Release or Discharge from Active Duty with the Employment Application or upon request. The Director of Personnel may, in their discretion, accept alternate documentation.

City Residence Preference Points

City residents who pass an examination for a position in the classified service and do not receive any other preference will receive a five (5) point preference on a scale of 100 points on the exam. An additional one (1) point shall be added to the passing score of City residents who receive any other preference on a scale of 100 points. City residents must have resided in the City for at least one (1) year at the time of filing their application to be eligible for the preference points.

Accommodations

If assistance with the job application is necessary based on a physical impairment, mental impairment, or otherwise, they should reach out to the Office on the Disabled with contact information. This office will not disclose any information that an applicant or employee has a disability or has discussed possible accommodations without the applicant's or employee's prior consent.