Administrative Services Manager

Purpose of Position

The Administrative Services Manager is responsible for overseeing the financial, grant, and administrative functions of the Greene County Office of Emergency Management (OEM) and the Local Emergency Planning Committee (LEPC). This role ensures compliance with funding requirements, budgetary accuracy, and administrative efficiency in support of the agency’s preparedness and emergency response efforts.

Essential Duties and Responsibilities

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Position Specific Duties (80%)

• Manage all grant expenditures and reimbursement processes (EMPG, LEPC, RHSOC, CERT) using the County’s accounting system (EDEN).
• Prepare and submit monthly financial reports; procure equipment and supplies for LEPC.
• Coordinate travel and expense reimbursements for specified positions/training with the Auditor’s Office and Missouri Emergency Response Commission (MERC).
• Prepare, submit and close-out annual grant applications (e.g., EMPG, CEPF, RHSOC) in compliance with state and federal guidelines.
• Process purchasing card transactions; submit reconciliations and supporting documentation to the Auditor’s Office.
• Track departmental budget balances; provide monthly reports and recommendations to the Director.
• Assist with the development and preparation of the annual OEM and LEPC budgets.
• Prepare monthly budget projections for OEM and partner municipalities; submit them to the Budget Office.
• Monitor and manage all expenditures for OEM operations.

Administrative Duties (15%)

• Order and maintain inventory of office supplies through General Services or outside vendors.
• Submit and receive purchase requisitions in EDEN.
• Supervise and train the Administrative Coordinator; serve as backup during their absence.
• Assist staff with payroll, onboarding, and benefit questions in collaboration with HR.
• Meet EMPG training and exercise compliance requirements.
• Perform general office and administrative duties as needed.

Incident Command System and Emergency Operation Center Activation (5%)

• Serve as Finance Section Chief during Emergency Operations Center (EOC) activations, major incidents, and planned events.
• Fulfill responsibilities in accordance with the National Incident Management System (NIMS), Emergency Operations Plan (EOP), and established ICS procedures.

Minimum Training and Experience Required to Perform Essential Job Functions   

• Minimum of three (3) years of experience in finance, accounting, or public administration required.
• Bachelor’s degree in accounting, finance, public administration, business, or related field preferred. An equivalent combination of education and experience may be considered.
• Demonstrated experience in government budgeting, grant management, and procurement processes strongly preferred.
• Familiarity with emergency management funding (e.g., EMPG or other homeland security grants) is a plus.
• Must possess a valid Missouri driver’s license and be able to operate County vehicles.