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Administrative Assistant - Division of Planning, Training, Exercise and Grants

Date Posted:  Sep 4, 2019
Requisition ID:  15603

Indianapolis, IN, US, 46204

Work for Indiana

Grow your career with the State of Indiana! With more than 50 executive branch agencies, the State of Indiana is a diverse workforce offering employees stimulating and challenging projects across a broad scope of career opportunities. As a State of Indiana employee, you impact the well-being of Indiana’s communities every day.


About IDHS:

The Indiana Department of Homeland Security (“IDHS”) works 24 hours a day, 7 days a week to protect the people, property, and prosperity of the State of Indiana. We pursue this mission in order to achieve the highest level of safety and security for Indiana’s citizens, businesses, and infrastructure. It is also IDHS’s goal to efficiently and effectively mitigate and respond to threats and disasters, both natural and manmade. The IDHS team works tirelessly to achieve its vision by focusing on the following three values:

People. IDHS works to enhance the safety and security of Indiana residents by ensuring that first responders, such as firefighters and EMTs, are properly trained and certified to effectively and efficiently provide assistance during emergencies; supporting security measures during major events in Indiana; and continuously monitoring and standing ready to respond to potential hazards and threats.

Property. IDHS works to ensure that public buildings, such as businesses and schools, are compliant with fire and building codes; that our cities and towns are provided with continuous support and resources through our Emergency Operations Center in times of crisis; and that our critical infrastructure is protected from both physical and cyber-attacks.    

Prosperity. IDHS works to ensure that economic activity will continue during and after a natural disaster or manmade crisis by administering disaster mitigation, response, and recovery grant funding from both the state and federal government; by planning and training so that IDHS is able to help minimize the impact of a disaster; and, when necessary, quickly assess damage and seek disaster relief assistance from the federal government.


This position serves as an emergency prep coordinator supporting the divisions of Planning, Trainng, and Exercise (PTE). The incumbent will report directly to the Director of PTE while providing coordination support the division. Work will be heavily focused on supporting Training division needs and will spend the majority of time coordinating with local emergency managers and emergency response personnel. Work is broad in nature, and requires the application of agency and divisional policies and procedures.

Essential Job Responsibilities:

The essential functions of this role are as follows: 

  • Work with local Emergency managers to schedule Incident Command System (ICS) classes
  • Create and publish ICS Classes in the state training system (Acadis)
  • Maintain Digital and paper records for EMA Classes correct errors in Acadis and complete training records for current and past classes.
  • Arrange instructors to teach ICS courses at local municipalities across Indiana
  • Coordinate with Training staff and instructors to ensure a funding stream is established for instructor pay
  • Manage Travel for State Employees Instructing ICS Courses and all Planning, Training, and Exercise staff
  • Verify all prerequisite documentation and process enrollments for all EMA classes in Acadis and help students navigate Acadis and Register for classes
  • Update state training records for public safety personnel statewide
  • Provide training materials to instructors and local points of contact for non-consortium training
  • Assist Search and Rescue teams with acquiring PSID numbers for K9s
  • Coordinate State Qualification Review Committee Meeting by reserving the conference room, providing the agenda, preparing meeting minutes and gathering all documentation needed to evaluate Position task books that have been submitted
  • Fielding questions from agency partners and the public pertaining to the division
  • Manage the email
  • Communicate with the District Coordinators, Regional Support Specialists, Consortiums, and local hosts to ensure that the necessary enrollment numbers have been met for the class to be held and all registered students are on the Class Roster Report used to take attendance
  • Processing classes when they are complete and graduating students
  • Printing and mailing certificates for all non-consortium EMA classes
  • Assist PTE division with various administrative tasks and division continuity

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time.  

  • Knowledge and skills typically acquired through an Associate degree program or with three (3) years of practical experience in emergency management or related field.
  • Strong knowledge of ACADIS system and ability to provide technical/trouble shooting user support
  • Possess effective communication skills (both orally and in writing) consistent with adult training, learning and facilitation of managing multiple programs and initiatives simultaneously
  • Broad knowledge, understanding, and ability to apply the theories, principles, practices emergency management, 6-Step FEMA Planning Process, training, and exercise.
  • Must thrive in a fast-paced, transformational environment, while successfully managing through ambiguity and change.
  • Extensive knowledge of office practices, organizational skills, procedures and programs;
  • Ability to work independently.
Supervisory Responsibilities/Direct Reports:
This role does not provide direct supervision to direct reports.


Benefits of Employment with the State of Indiana:

The State of Indiana offers a comprehensive benefit package for full-time employees which includes:

  • Four (4) medical plan options (including RX coverage) and vision/dental coverages
  • Wellness program (offers eligibility into a discounted medical plan)
  • Health savings account (includes bi-weekly state contribution)
  • Deferred compensation account (similar to 401k plan) with employer match
  • Two (2) fully-funded pension plan options
  • Group life insurance
  • Employee assistance program that allows for covered behavioral health visits
  • Paid vacation, personal and sick time off
  • Competitive leave policies covering a variety of employee needs
  • 12 company paid holidays, 14 on election years
  • Qualified employer for the Public Service Loan Forgiveness Program
  • New Parent Leave

If this is an Intermittent position, the position does not offer benefits and is limited to 180 working days in an eleven (11) month continuous period.


Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer

Current Employee? Click here to apply.

Nearest Major Market: Indianapolis