Emergency Services Manager/Administrative Services Analyst

, CA, United States

This recruitment is open until filled. Applications will be reviewed on a continuous and ongoing basis. Early submissions are encouraged.     The City of Oxnard's Fire Department is seeking an Emergency Services Manager or Administrative Services Analyst with strong technical and customer service skills to be part of our team. The ideal candidate will have excellent communication skills and demonstrable experience developing, coordinating, and implementing emergency operations plans. Under general direction, this position develops, plans, and manages the City's emergency management programs; oversees and coordinates all interdepartmental, multi-discipline, and multi-jurisdictional all-hazard planning activities and related duties; provides technical advice to City departments; designs and implements emergency management training, drills, and exercises; maintains the readiness of the primary and alternate Emergency Operations Centers, serves as liaison to outside agencies and emergency management partners; coordinates the City programs with those of other jurisdictions; represents the City in local and regional meetings; performs related duties as required.

DISTINGUISHING CHARACTERISTICS:

The Emergency Services Manager is the management-level class responsible for the strategic oversight and administration of emergency management and disaster preparedness programs. This position shall have the responsibility and authority overseeing city-wide emergency management programs. The successful candidate for this position will have at least 3-5 years of experience overseeing an emergency management program and leading activated Emergency Operations Centers during a real emergency or disaster. The Admin Services Analyst is the entry to mid-level class responsible for supporting the coordination of emergency management and disaster preparedness programs. This position assists in analyzing data, developing plans, and supporting the implementation of emergency management programs under the guidance and direction of higher-level management. The successful candidate for this position will have 1 year of experience supporting an emergency management program and has participated in Emergency Operations Center activations during an exercise or real emergency.

SUPERVISION RECEIVED/EXERCISED:

General direction is provided by the Fire Chief. Limited direction is provided by Deputy City Manager or City Manager

WORK SCHEDULE:

The normal work week is 9/80: Monday through Thursday 8:00 am to 6:00 pm and alternating Fridays 8:00 am-5:00 pm . This position may be required to work outside business hours, including on weekends and holidays, as needed to respond to workload needs and emergency situations.  The Emergency Services Manager and Admin Services Analyst positions are management-level positions that are considered exempt and not eligible for overtime pay.

BENEFITS INCLUDE: MEDICAL AND DENTAL CAFETERIA: For employees hired on or after January 1, 2023, the City will contribute $1,774.00 towards medical insurance premiums with no cash back. Employees who waive medical insurance will receive $500.00 per month cash back provided they show proof of other qualifying coverage. The City will continue to provide $74.21 per month towards dental insurance.

DEFERRED COMPENSATION: The City contributes 1% to a deferred compensation program.

LIFE INSURANCE: City employees receive Basic Life Coverage ($5,000) + AD&D ($10,000) + 1 times annual salary 100% paid by the City. Employees also have the option to purchase additional insurance.

TUITION REIMBURSEMENT: Full-time employees are eligible for 75% reimbursement for work related coursework up to a maximum of $5000 per fiscal year.

VACATION/ANNUAL LEAVE: Leave accrual rates vary between 6.24 – 11.78 hours per pay period based on years of service.

ADMINISTRATIVE LEAVE: Management employees are not compensated for overtime worked.  However, the department director may authorize up to 40 hours of administrative leave in one year.

HOLIDAYS: The City observes 12 holidays per year

COST OF LIVING ADJUSTMENT Pursuant to the OMMA MOU, effective the first full pay period of July 2024, the City shall provide a 3% increase in salary to all employees. Both the minimum and maximum of the salary ranges shall be increased by 3%.

The new salary range for this position after the Cost of Living Adjustment will be: Emergency Services Manager: $73,059 - $139,713

Administrative Services Analyst: $66,195 - $120,813

These positions are a represented job classification covered by the Oxnard Mid Manager's Association (OMMA) labor agreement. To see all benefits click below. OMMA MOU

NOTE:  The salary range listed on this job flyer is for the Emergency Services Manager.

The Administrative Services Analyst pay range is: $64,267 - $117,294 This class specification represents only the core areas of responsibilities; specific position assignments will vary depending on the needs of the Department.

Emergency Services Manager

Develop, maintain and update the City's Emergency Operations Plan, ensuring its accessibility to all City departments.

Work with Operational Area partners to maintain regional plans such as the hazard mitigation and tsunami evacuation plans.

Maintain readiness of the primary and alternate Emergency Operations Centers (EOC), ensuring they are prepared for activation.

Identify, procure, and manage resources vital for effective emergency response, encompassing personnel, equipment, and supplies.

Develop, manage and train the EOC roster of staff comprised of both executive and various department personnel.

Provide assistance, guidance and coordination to all City departments, and support organizations in the development of individual emergency preparedness response, recovery plans and SOPs.

Activate the EOC according to established triggers and protocols in the Emergency Operations Plan to ensure swift and efficient response to emergencies.

Lead coordination and execution of response efforts as the central figure in the city's emergency management structure during EOC activations, prioritizing the protection of lives, property, and community well-being.

Coordinate and support post-emergency damage assessments to evaluate damage extent and facilitate recovery efforts.

Establish and uphold communication systems and protocols for information exchange among response agencies, city departments, and the public.

Plan, develop and implement emergency preparedness programs geared towards community groups, businesses and vulnerable populations. Work with the City's communication team to develop engagement strategies to connect the community with these programs.

Coordinate emergency services planning between the City, School District, adjacent jurisdictions, utilities, Red Cross and other governmental agencies.

Coordinate the planning of the City's emergency service drills and exercises, utilizing the City's Emergency Operations Plan, involving all levels of City government and community resources as necessary.

Develop, coordinate and conduct disaster preparedness response and facility evacuation training for all City staff.

Assess community risks and vulnerabilities to devise strategies for mitigating and managing emergencies.

Develop recommendations for, and coordinate meetings of, the City's Disaster Council

Implement all required tasks and duties as mandated by State and Federal regulations; prepare and submit all required plans and reports in a timely and accurate manner.

Develop and manage a disaster volunteer program, including the implementation of Community Emergency Response Team training.

Coordinate, prepare, administer and submit all City related disaster claims for relief and reimbursement to the State of California Governor's Office of Emergency Services (OES) and the Federal Emergency Management Agency (FEMA), in compliance with applicable laws and regulations as a result of disaster declarations affecting the City.

Maintain thorough and complete records of all aforementioned applications, related reports and reimbursements.

Coordinate and facilitate the proper and accurate documentation of all necessary records and reports pertaining to any EOC activation in compliance with OES/FEMA public assistance programs including all City departments involved in the activation and subsequent recovery operations.

Develop and administer the budget for the Office of Emergency Services.

Apply for and manage preparedness grants such as the Emergency Management Performance Grant and Homeland Security.

Maintain a high level of knowledge, skills, expertise, training and awareness of the current trends affecting disaster preparedness and emergency management.

Performs other duties of a similar nature and level as assigned.

Administrative Services Analyst

Assist in developing, maintaining, and updating components of the City's Emergency Operations Plan, ensuring accessibility and comprehensiveness.

Support the readiness of the primary and alternate Emergency Operations Centers (EOC) by coordinating necessary preparations and resources.

Assist in identifying, procuring, and organizing resources essential for effective emergency response, including personnel, equipment, and supplies.

Provide support during EOC activations by coordinating logistics and ensuring adherence to established protocols in the Emergency Operations Plan.

Collaborate in the coordination of response efforts within the city's emergency management structure during EOC activations, aiding in the protection of lives, property, and community well-being.

Assist in coordinating post-emergency damage assessments to gather data and support recovery efforts.

Support the establishment and maintenance of communication systems and protocols for efficient information exchange among response agencies, city departments, and the public.

Participate in educational outreach initiatives to inform the public on emergency preparedness, response procedures, and safety measures.

Analyze community risks and vulnerabilities to contribute to the development of strategies for mitigating and managing emergencies.

Collaborate with Operational Area partners to maintain and update regional plans such as hazard mitigation and tsunami evacuation plans.

Assist in training sessions for the emergency operations team, ensuring both executive and staff-level personnel are well-prepared.

Provide coordination and support to City departments and support organizations in developing individual emergency preparedness response, recovery plans, and SOPs.

Assist in developing recommendations for and coordinating meetings of the City's Disaster Council.

Support the implementation of tasks and duties mandated by State and Federal regulations; help prepare and submit required plans and reports accurately and on time.

Facilitate the coordination of emergency services planning between the City, School District, adjacent jurisdictions, utilities, Red Cross, and other governmental agencies.

Assist in organizing and executing the City's emergency service drills and exercises, utilizing the City's Emergency Operations Plan and involving various levels of City government and community resources.

Assist in the development and dissemination of disaster preparedness training and educational materials for residents, community groups, and the local business community.

Assist in conducting disaster preparedness response and facility evacuation training for all City staff.

Support the management of a disaster volunteer program, including assisting in the implementation of Community Emergency Response Team training.

Assist in preparing, administering, and submitting City-related disaster claims for relief and reimbursement to the State of California Governor's Office of Emergency Services (OES) and the Federal Emergency Management Agency (FEMA), ensuring compliance with applicable laws and regulations.

Maintain thorough and accurate records of all disaster-related applications, reports, and reimbursements.

Support the documentation of all necessary records and reports related to any EOC activation, ensuring compliance with OES/FEMA public assistance programs, and coordinate with all City departments involved in the activation and recovery operations.

Assist in monitoring and managing the budget for the Office of Emergency Services.

Support the application and management of preparedness grants such as the Emergency Management Performance Grant and Homeland Security.

Maintain up-to-date knowledge and expertise in disaster preparedness and emergency management trends and practices.

Perform other duties of a similar nature and level as assigned

The following are the  minimum  qualifications necessary for entry into the classification:    Education: Bachelor's degree in Emergency Management, Public Administration or a related field

Experience:   Emergency Services Manager: Three (3) years of experience in overseeing emergency management and emergency operations center functions and/or related programs. Administrative Services Analyst: Two (2) years of paraprofessional-level experience, comparable to an Administrative Services Coordinator/Support Supervisor or Administrative Services Specialist, Senior with the City of Oxnard, supporting emergency management and emergency operations center functions and/or related programs.

License/Certificate:   Valid California Class C Driver’s License with a satisfactory driving record

Under the guidelines of FEMA, Homeland Security Act of 2002, CalOES and NFPA 1600, completion of the following FEMA coursework, is required: Standardized Emergency Management System (SEMS)

IC 100 - Introduction to the Incident Command System

ICS 200 - ICS for Single Resources and Initial Action Incidents

IS700 – National Incident Management System, An Introduction

IS800 - National Response Framework, An Introduction

APPLICATION PROCESS:

Submit NEOGOV/Government Jobs on-line application.

Complete and submit responses to the supplemental questions, if required.

Upload resume, cover letter, proof of degree (transcript), or other requested documents.

Your application may be rejected as incomplete if you do not include the relevant information in the online application and include the information only on the resume. Applications and/or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted. Cover letters and/or optional resumes are not accepted in lieu of a completed application.

Candidates with varying levels of experience are encouraged to apply for the position that best matches their qualifications. Applicants should clearly indicate in their cover letter whether they are seeking the Emergency Services Manager or Admin Services Analyst position and ensure they highlight their relevant experience and skills for the role they are pursuing.

The list of qualified candidates established from this recruitment may be used to fill other full-time, part-time, and temporary assignments.  There is currently one (1) full-time vacancy within the Fire Department. The level of placement will be dependent on the candidates qualifications.

Selected candidate(s) must pass a thorough background investigation.

UNION MEMBERSHIP:  Positions in this classification are represented by the  Oxnard Mid Manager's Association (OMMA).

NOTE:

For most positions, the City of Oxnard relies on office automation (Microsoft Office/Google) and web-based enabled tools, therefore candidates must be proficient and comfortable with computer use to perform functions associated with on-going work.

Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all positions.

Employees are required to participate in the City's direct deposit plan and are paid on a bi-weekly basis.

This position requires a 12 month probationary period.

Pursuant to California Government Code Section 3100, all public employees are required to serve as disaster service workers subject to such disaster service activities as may be assigned to them.

EQUAL OPPORTUNITY:

The City of Oxnard is an Equal Opportunity Employer and welcomes applications from all qualified applicants.  We do not discriminate on the basis of race, color, religion, sex, national origin, age, marital status, medical condition, disability or sexual orientation.

REASONABLE ACCOMMODATION:

The City of Oxnard makes reasonable accommodation for individuals/people with disabilities. If you believe you require special arrangements to participate in the testing process, you must inform the Human Resources Department in writing no later than the filing date. Applicants who request such accommodation must document their request with an explanation of the type and extent of accommodation required.

LEGAL REQUIREMENT:

On the first day of employment, new employees must provide proof of citizenship or documentation of legal right to work in the United States in compliance with the Immigration Reform and Control Act of 1986, as amended. The City participates in E-Verify and will provide the federal government with your form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. For more information on E-Verify, please contact DHS. 888-897-7781  dhs.gov/e-verify

If you have any questions regarding this recruitment, please contact  Jackie Ramos at [email protected] .

NOTE: The provisions of this bulletin do not constitute an expressed or implied contract.  Any provision contained in this bulletin may be modified or revoked without notice.

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