Admin Assistant

Job title : Admin Assistant
Location: Indianapolis, IN
Contract : 6 + Months

Position Summary

A Contractor will assist the Logistics Section Chief with closing out open Reimbursement Packets. Responsibilities include reviewing the reimbursement packets for accuracy and consistency across multiple documents, coordinating with other states, agencies, or personnel, and providing routine status updates to leadership, as well as organizing the packet for submission to the requesting state

1 . Pre-Event Preparation & Planning Resource Typing: Assist state agencies and local jurisdictions in cataloging, typing, and vetting deployable resources. System Maintenance: Ensure state staff and partner agencies are familiar with the Emergency Management Assistance Compact Operations System.
2. Activation & Deployment Operations A-Team Support: Serve as a member of the State Emergency Operations Center (SEOC) A-Team to process requests and offers between Assisting and Requesting States. REQ-A Processing: Review or assist in drafting and executing the Request for Assistance (REQ-A) forms, which serve as legally binding contracts during disasters. Monitoring: Maintain continuous contact with deployed resources, tracking their status, logistics, and mission progress.
3. Post-Disaster Reimbursement & Compliance Documentation: Ensure all deployment documentation, timesheets, equipment, and other expense logs are accurately recorded across multiple forms. Package Auditing: Guide deploying personnel and resource providers in building, auditing, and submitting comprehensive reimbursement packages. Financial Closeout: Coordinate with Assisting Agency/Entity and Requesting States to reconcile costs and secure reimbursement.
4. Qualifications & Requirements Experience: Emergency Management experience is preferred but not required. Skills: Detailed oriented, ability to work autonomously to coordinate with other states, agencies, and personnel. Good computer and math skills are a bonus. Knowledge of the Emergency Management Assistance Compact process is preferred but can be taught with Just in Time Training.

Required /Desired :

• Prior customer service experience in an administrative assistant or clerical role.
• Basic experience with spreadsheets and databases.
• Prior reimbursement or financial reconcilitation experience.
• Strong attention to detail with the ability to work independently
• Good oral and written skills.
• Strong math and computer skills
• Prior experience with emergency management credentials/certifications.
• Prior government or public sector expereince.
• Logistics/supply chain coordination experience.