We’re seeking an energetic candidate eager to build on our emergency preparedness and risk management program and take it to the next level. Join a fast paced and well supported administration team who think outside of the box to care for our citizens every day. Dive into emergency policy, training, development of safety standards and more. In this position you will be able to make a difference. If you are passionate about building resilient communities and ensuring safety for staff, please apply!

GENERAL STATEMENT

This position is responsible for coordinating the City’s Safety, Risk, and Emergency Preparedness plans with state, county, and federal agencies. This position guides Emergency Preparedness activities for the City and engages with the wider community. This position acts as Safety Committee Chair, leads and audits city safety operating procedures and safety training compliance working with departments and agencies for interaction with laws, regulations, SOPs, and policy. Additionally, this position oversees the city’s fleet program and is the point person for citywide insurance policies and questions.

SUPERVISION RECEIVED

Works under the direct supervision of the City Recorder.

SUPERVISION EXERCISED

None. May direct the work of line staff, support staff, interns, or volunteers.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Coordinates the City’s Safety Risk and Emergency Preparedness plans with state, county, and federal agencies.
Writes and updates city plans including but not limited to, the Emergency Operations Plan, the Safety Manual, the Fleet Management Plan, the Infectious Disease Control plan, Emergency Natural Hazard plan, heat and smoke safety, safety training compliance, documentation, and signage.
Oversees and maintains the city’s fleet inventory. Coordinates the fleet replacement schedule with the relevant Public Works Supervisor. Ensures city vehicles are adequately insured and takes care of any title transfers that may be needed.
Completes the annual citywide insurance renewal (non-medical, non-benefit related).
Provides guidance documents and operating procedures, working with departments and agencies for interaction with laws, regulations, SOPs, and policy.
Provides training and partners with other departments, committees, teams, and/or outside organizations on projects. Coordinates employee training. Tracks and audits all FEMA NIMS and safety training city wide.
Conducts tabletop, functional and full-scale exercises, prepares exercise reports and after-action reviews and provides instruction and conducts exercises with the local Incident Management Team.
Assists departments with Job Hazard Analysis and risk evaluations for PW Crews, vehicle occupancy, and updates policy and SOPs as needed.
Assists departments with Emergency Preparedness plans. Prepares updates to City-wide response plans, hazard plans, and resource plans.
Serves as public health emergency/ pandemic liaison. Checks local, county, State, and Federal agencies for changes in protocols, updates policy and leadership or staff as necessary, prepares policy documents, reviews with legal teams, and presents to leadership for approval.
Conducts research, gathers, and interprets data, and prepares data for studies, reports, and recommendations; coordinates activities with other departments and divisions as needed.
Attends training on OSHA, BOLI, OHA, FEMA and safety related to assignments
Monitors inter-governmental actions affecting the City within sphere.
As directed this position may interface with agencies such as DEQ of the EPA on safety or public awareness issues.
Requests bids, contacts venders, makes recommendation, evaluates costs, and orders material related to the safety program.
Researches changes in laws, analyzes how the changes affect current City procedures, develops, and instructs staff on new laws, procedures, and policies.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

EDUCATION AND EXPERIENCE:

Typical education would include bachelor’s degree from an accredited college or university in Emergency Management, Business Administration, Public Administration, Occupational Health or related field. Typical experience would include a minimum of 3 years specializing in emergency management, public safety, risk management, program administration or closely related field.

SPECIAL REQUIREMENTS:

The position requires the ability to be available on short notice for emergency situations. During activation of the City EOC, relocation or visits to emergency or disaster sites within the city may be required during response and recovery operations. Must be available for call-back during significant emergencies and disasters. Possession of valid Driver's License. Possession of FEMA Incident Command Series Certifications.

Must successfully pass a criminal history background check and be able to be CJIS certified.

KNOWLEDGE, SKILLS & ABILITIES:

Advanced knowledge of organization and management practices as applied to the analysis, evaluation, development and implementation of policies and procedures related to assigned projects and programs.
Advanced knowledge of City government structure well as the roles of other government agencies as they relate to the City.
Advanced knowledge of modern office practices, methods, computer equipment and software, and record keeping principles and procedures.
Knowledge of FEMA, NIMS, OSHA, Emergency Response, SDS, Inspections, Risk evaluation, and Safety related policies and practices.
The ability to operate a vehicle management program, acquiring, assigning, managing maintenance and repairs, and disposing of vehicles in accordance with policy and in the most cost-effective manner for the city.
The ability to read and understand insurance policies and recommend levels of insurance for the city’s protection. The ability to answer questions related to insurance coverage. The ability to thoroughly review the city’s assets annually to ensure appropriate insurance coverage. The ability to manage insurance claims and vehicle transfers from start to finish in coordination with the city’s insurance provider.
Working knowledge of basic principles and practices of contract administration in a public agency setting.
Working knowledge of applicable Federal, State, and local laws, codes and regulations.
Working knowledge of accounting and bookkeeping processes.
The ability to maintain up to date electronic records.
Skill in the operation of listed tools and equipment.
Ability to work independently with little supervision, prioritize workload, meet tight timelines, self-initiate, set goals, organize, plan and coordinate projects, establish procedures and anticipate and implement changes as needed.
Ability to make independent decisions and exercise judgment consistent with appropriate policies, procedures, and techniques.
Ability to analyze situations and identify pertinent problems/issues; collect relevant information; evaluate realistic options; and recommend/implement appropriate course of action.
Ability to write both routine and complex materials targeted toward an appropriate audience.
Ability to read, understand, interpret, and apply provisions of procedures, laws, ordinances, and technical documents.
Ability to train and supervise project assigned personnel.
Ability to multi-task and proofread material rapidly and accurately.
Ability to communicate effectively verbally and in writing with a diverse range of contacts.
Ability to establish and maintain positive and cooperative working relationships with other employees, outside entities, vendors, public and private officials, and the general public.
Ability to remain calm, deal with constant interruptions and handle stressful situations.

TOOLS AND EQUIPMENT USED

Personal computer including advanced knowledge of word processing, database and spreadsheet software, email, internet, and computer scheduler; scanner; copy machine; fax machine; postage machine; calculator, transcription/recording equipment; various communication devices.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation will be made to meet the needs of a qualified individual with limitations who can perform the essential functions of the job.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

While performing the duties of this job, the employee routinely works in an office setting with a noise level rating of quiet to moderate.

The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

City of Newberg Oregon

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