Administrative Specialist (Ref: 18652)

Position: Administrative Specialist (Ref: 18652)
Location: Indianapolis, IN USA, 46204
Salary: $24.43/hr.
Duration: 6 Months 28 Days - Contract
Openings: 1
Deadline: 09/08/2026
Description:
***Onsite

We are seeking a detail-oriented Administrative Specialist to support emergency management logistics operations. In this role, you will assist leadership with auditing, organizing, and closing open Emergency Management Assistance Compact (EMAC) reimbursement packets. You will serve as a key administrative liaison coordinating between partner agencies, deploying personnel, and leadership to reconcile deployment costs and documentation.

Key Responsibilities
• Reimbursement & Compliance Auditing: Review deployment documentation, timesheets, equipment logs, and expense reports across multiple documents to ensure accuracy and consistency.
• Financial Closeout: Guide deploying personnel in assembling comprehensive reimbursement packages, reconcile costs, and prepare final packets for submission and cost recovery.
• Inter-Agency Coordination: Communicate and coordinate with out-of-state entities, partner agencies, and internal staff to resolve documentation discrepancies and track packet status.
• Operational & Deployment Support: Assist in processing Request for Assistance (REQ-A) forms and maintain contact logs to track the status, logistics, and progress of deployed resources.
• Planning & Resource Cataloging: Assist with cataloging, typing, and vetting deployable resources and maintaining operational tracking systems.
• Reporting: Provide routine status updates and report on packet progression to leadership.

Qualifications & Requirements
• Attention to Detail: Exceptional organizational skills with high accuracy in document auditing and recordkeeping.
• Core Skills: Strong computer literacy (data entry, document management, spreadsheets) and foundational math/reconciliation skills.
• Autonomy & Collaboration: Ability to work independently while effectively coordinating with external agencies and multidisciplinary teams.
• Preferred Experience: Prior experience in emergency management, public administration, grants management, or state-level administrative support is a plus (not required).
• EMAC Knowledge: Familiarity with the Emergency Management Assistance Compact (EMAC) process is preferred; comprehensive just-in-time training will be provided.

Working Conditions:
• Location: Indianapolis, IN (Onsite)
• Schedule: Monday Friday, 37.5 hours/week
Required / Desired Skills
• Prior customer service experience in an administrative assistant or clerical role. Required - 2 Years
• Basic experience with spreadsheets and databases. Required - 2 Years
• Prior reimbursement or financial reconciliation experience. Required - 2 Years
• Strong attention to detail with the ability to work independently. Required - 2 Years
• Good oral and written skills. Required - 2 Years
• Strong math and computer skills. Required - 2 Years
• Prior experience with emergency management credentials/certifications. Required - 1 Years
• Prior government or public sector experience. Required - 1 Years
• Logistics/supply chain coordination experience. Required - 1 Years