CHECKLIST 8-A

Administration and Finance Team Leader

Name: ______________________ Date: _____________ Time: _____________

Reports to:

EOC Manager

Location:

Grossmont Campus Emergency Operations Center (EOC)

Primary
Responsibilities:
  • Prepares periodic expense and cost summary reports for the EOC Manager and the Chancellor for disaster related expenses
  • Assists with business decisions regarding cost/benefit of services and strategies
  • Directs the documentation process for the FEMA/OES disaster application
  • Directs and oversees the Accounting, Purchasing, Personnel, FEMA/OES Documentation, Insurance and Budget Analysis functions and staff
  • Assesses short and long-term financial impacts of the emergency and recommends appropriate action

Support
Responsibilities:
  • Supports all EOC positions with tracking expenses, maintaining source documents and related personnel and insurance claims matters.
  • Supports the Chancellor and staff with business decisions by providing financial data and analysis.
  • Supports the Public Information Officer with messages to employees.

Supplies:

 Accounting system, budget information and financial reporting materials, insurance information.   May need PC support.

 

PROCEDURES TIME/DATE
EMERGENCY RESPONSE:  
Report to the EOC. Sign in with Situation Status (Log Keeper).   Immediately get a report on emergency conditions and situations.  
Activate and organize the Finance and Administration team, making sure emergency account numbers are set up and EOC staff are notified.  
Assist the EOC Manager and other Team Leaders in the EOC with tracking and filing source documentation.  Provide disaster accounting numbers as needed for tracking and accounting costs.  
Provide personnel support to all EOC and CC operations.  Keep track of employee status and coordinate with the PIO to provide accurate and timely information to employees.  
If this is a widespread disaster, activate the FEMA/OES position to begin the documentation process for disaster assistance programs.

Direct the establishment of insurance claim documentation files for each major site, with expenses tracked by site.

  
Provide estimates to the EOC Manager and/or Chancellor regarding estimated loss of revenue and other budget considerations if normal campus operations will be interrupted for more than three days.  
RECOVERY:  
Direct the post-emergency accounting transition to normal operations.  
Assist with preparing a summary report of the damage and incidents that occurred at the District.  
Analyze the financial impact of the disaster on Cemento Melón, including insurance cost recovery amounts; assess the short and long term impacts.   Recalculate the following budgets:
  • Capital Improvements Program for emergency and mitigation projects
  • Labor and benefits
  • Outside contracts and services
  • Capital purchases