Emergency Preparedness Manager

DEFINITION

Under general direction, plans, organizes, oversees, coordinates, and manages the staff and operations of the City’s emergency preparedness, response, and recovery programs, including emergency management, disaster preparedness and recovery, participates in the development of policies and strategies for program operations; manages the effective use of program resources to support operational readiness, regulatory compliance, and recovery activities; provides complex and responsible support to the City Manager and City Council in areas of expertise; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the City Manager or assigned management personnel. Exercises direct supervision over professional, technical, and support staff. 

CLASS CHARACTERISTICS

This is a management classification responsible for planning, organizing, reviewing, and evaluating Citywide emergency preparedness, response, and recovery programs. Incumbents are responsible for performing diverse, specialized, and complex work involving significant accountability and decision-making responsibilities, which include disaster planning, Emergency Operations Center readiness and activation, program administration, budget development, contract administration, and regulatory compliance, and ensuring compliance with applicable regulatory requirements. Incumbents serve as a professional-level resource for organizational, managerial, and operational analyses and studies. Performance of the work requires the use of considerable independence, initiative, and discretion within broad guidelines.EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so qualified employees can perform the essential functions of the job.

• Plans, manages, and oversees the functions, operations, and activities of the City’s emergency preparedness, response, and recovery programs, including emergency management, disaster preparedness and recovery, and assigned public safety programs and initiatives; develops and maintains preparedness and response plans involving all City departments.
• Participates in the development and implementation of goals, objectives, work plans, policies, and priorities for emergency management programs; recommends within program policy appropriate service and staffing levels; recommends and administers policies and procedures.
• Participates in the development, administration, and oversight of assigned program budgets; determines funding needed for staffing, equipment, materials, and supplies; ensures compliance with budgeted funding.
• Develops and standardizes procedures and methods to improve and continuously monitor the efficiency and effectiveness of assigned programs and service delivery methods; assesses and monitors workload, administrative and support systems, and internal reporting relationships; identifies opportunities for improvement and makes recommendations to leadership.
• Participates in the selection of, trains, motivates, and evaluates assigned personnel; provides or coordinates staff training; works with employees to correct deficiencies; recommends and implements discipline and termination procedures.
• Performs project management responsibilities; develops logical and efficient project plans; establishes priorities; monitors and manages task completion; anticipates and avoids problems; works collaboratively and cooperatively with team members and user groups to ensure project accountability.
• Develops and manages requests for proposals for professional and/or contracted services; prepares scope of work and any technical specifications; evaluates proposals and recommends award; negotiates contracts; administers contracts to ensure compliance with City specifications and service quality.
• Ensures Emergency Operations Center readiness by maintaining procedures, systems, and operational capability; activates the Emergency Operations Center at appropriate levels for incidents and planned events.
• Develops, trains, and supports Emergency Operations Center teams comprised of executive staff, employees, and volunteers in emergency operations roles and procedures.
• Ensures that Emergency Operations Center equipment and systems are operational at all times.
• In coordination with the Finance Department, City disaster claims and reimbursement activities through the California Governor’s Office of Emergency Services and the Federal Emergency Management Agency (FEMA); maintains complete records and documentation related to disaster declarations and recovery operations.
• Supports City department compliance with the Standardized Emergency Management System by providing training and reviewing departmental emergency plans.
• Serves as liaison for assigned functions with other City departments, divisions, and outside agencies; provides staff support to commissions, committees, and task forces, as required.
• Provides highly complex staff assistance to the City Manager and City Council; prepares and presents staff reports and other written materials; supervises the establishment and maintenance of program files and records; ensures proper documentation of operations and activities.
• Represents the City in meetings with members of other public and private organizations, community groups, contractors, and the public on emergency preparedness and public safety matters.
• Attends and participates in professional group meetings; stays abreast of new trends and innovations in the fields of emergency management and public safety.
• Monitors changes in regulations and technology that may affect operations; implements approved policy and procedural changes.
• Reviews the work of program activities and assigned staff to ensure compliance with applicable federal, state, and local laws, codes, and regulations.
• Answers questions and provides information to the public; investigates and responds to complaints and inquiries related to emergency preparedness and public safety programs.
• Ensures staff observe and comply with all City and mandated safety rules, regulations, and protocols; supports emergency preparedness and serves as leader in the City’s Emergency Operations Center team during activations. 
• Performs other duties as assigned.

QUALIFICATIONS

Knowledge of:

• Organization and management practices as applied to the development, analysis, and evaluation of programs, policies, and operational needs of the assigned area of responsibility.
• Principles and practices of employee supervision, including work planning, assignment review and evaluation, discipline, and the training of staff in work procedures.
• Principles and practices of leadership.
• Principles and practices of budget development and administration.
• Principles and practices of contract administration and management.
• General principles of risk management related to the functions of the assigned area.
• Emergency Operations Center organization, readiness requirements, activation levels, and documentation processes.
• Intergovernmental emergency management systems and coordination structures involving City, county, state, and federal agencies.
• Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility. 
• Requirements related to disaster reimbursement, claims documentation, and public assistance programs associated with emergency declarations.
• Community-based emergency preparedness programs and public safety initiatives.
• Complex arithmetic and statistical techniques.
• Research methods and techniques.
• Recent and on-going developments, current literature, and sources of information related to the operations of the assigned department.
• Methods and techniques of preparing technical and administrative reports, and general business correspondence.
• City and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively working with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar. 
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
• Standardized Emergency Management Systems (SEMS) and National Incident Management Systems (NIMS) frameworks.

Ability to:

• Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.
• Prepare and administer complex budgets; allocate limited resources in a cost-effective manner.
• Plan, administer, and evaluate municipal emergency preparedness, response, and recovery programs involving multiple departments and external partners.
• Analyze legislation, regulations, and program requirements affecting emergency preparedness and public safety functions and prepare supporting materials for executive review.
• Prepare, review, and maintain accurate records, reports, and supporting documentation required for regulatory compliance and disaster reimbursement.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed. 
• Prepare clear and concise reports, correspondence, documentation, and other written materials. 
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines. 
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. 

 
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
 
Education:

• Equivalent to a bachelor’s degree from an accredited college or university with major coursework in public administration, emergency management, criminal justice, public safety, or a related field. 

Experience: 

• Five (5) years of increasingly responsible professional experience in public safety or emergency management, including two (2) years in a management or supervisory capacity. 

Licenses and Certifications:

• Possession of a valid California Driver’s License, or evidence of equivalent mobility, to be maintained throughout employment. 

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and visit various sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 20 pounds.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing divisional policies and procedures. 

WORKING CONDITIONS

City employees may be required to work extended hours, including weekends, evenings, and holidays to meet the City’s operational needs; employees also serve as a Disaster Service Worker during emergencies consistent with California Government Code Sections 3100-3109.