The City's Emergency Management Coordinator performs complex administrative work as the designated City Liaison to the Virginia Department of Emergency Management, coordinating efforts related to emergency management and preparedness within the city; and leading the strategic direction of emergency preparedness to City Leadership and stakeholders. Work is performed under limited general supervision and reports to the City Manager. This is considered a non-sworn, civilian, position.The preferred hiring range for this position is between $110,000.00 - $132,000.00 annually.- The incumbent will receive 80 hours of discretionary leave per calendar year.
- Relocation assistance may be made available.
This is a full-time, exempt, position which provides excellent benefits including 13 paid holidays + 1 floating holiday, paid vacation and sick leave, health insurance options with employer contribution, employer-paid life insurance, City's retirement options, gym membership reimbursement, and continuing education/training opportunities. - For a general summary of benefits offered by the City, please click the 'benefits' tab on this posting, or visit https://www.charlottesville.gov/1047/Employee-Benefits.
- The City of Charlottesville manages its own retirement system and does not participate in VRS, however the City has a Portability Agreement with VRS and there are certain provisions that must be met. For questions pertaining to the Portability Agreement, please contact the City's Benefits Administrator at 434-970-3462.
First review of application will begin the week of January 13th.
We anticipate the first round of interviews will be conducted in person and begin the week of January 20th, subject to change.
Note: This job opportunity is advertised with a closing date of "Continuous." If interested in being considered, an application should be submitted as soon as possible. Applications will be evaluated on a continuous basis. Interviews will be conducted as soon as possible during the recruitment with candidates who are best qualified. Applications may no longer be considered once a candidate to fill the position is identified. This job announcement will close when the position(s) have been filled and may close at any time.To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions. The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.
- Develops, implements, and maintains City emergency management plans, to include the Emergency Operations Plan, Continuity of Operations Plan, Shelter Management Plan, and others as they relate to the safety and preparedness of the City in collaboration with City departments and key stakeholders, in accordance with established state and federal guidelines.
- Leads and articulates the strategic direction of emergency preparedness to City leadership and staff, external community stakeholders, and others. Maintains the City Emergency Operations Plan and Continuity of Operations Plan (COOP) and keeps the City LEADTeam apprised of the City’s preparedness state and emergency management needs during potential emergency events.
- Assists in the delivery of disaster preparedness/homeland security training to City staff.
- Conducts detailed and thorough hazard and threat assessments specific to the region in coordination with subject matter experts (Security Cyber, Utilities, etc.) to identify risk and mitigation strategies.
- Oversees the emergency preparedness exercise program that simulate disaster situations, ensuring it effectively tests existing City plans and training, and identifies lessons learned, and best practices.
- Manages the City’s Community Emergency Response Team (CERT) including associated training and deployment during emergencies.
- Prepares documents and manages the City’s related public assistance documents for federally declared disasters affecting the City, including with reimbursement efforts.
- Prepares letters, proclamations, agenda items, emergency plans, and other emergency management-related documents that require signature by the Mayor, City Council, City Manager, Fire Chief, Police Chief, and/or the Emergency Center Coordinator (ECC).
- Maintains and assists in deploying the City’s disaster equipment/inventory, including resources provided by Federal or State agencies.
- Conducts and/or assists with public outreach to citizens and city employees, including preparedness initiatives, awareness, public presentations, and other related information that support emergency management preparedness/response.
- Participates as key stakeholder in the Committee on Safety and Emergency Preparedness (CSEP) and Local Emergency Planning Committee (LEPC).
- Liaises and coordinates as Emergency Management representative with local and/or state agencies, city departments, University of Virginia, Albemarle County, Virginia Department of Emergency Management, community organizations, and others.
- Represents the City at applicable committees involved in volunteer management including assisting in supervising volunteers during response and recovery operations.
- Assists in maintaining, updating, and operating emergency management technologies such as the City’s mass notification system and incident management platform during emergencies.
- Makes recommendations and activates the City’s EOC when necessary, including notifying the appropriate staff and providing support and guidance during response operations. Assists in determining authority and responsibility in connection with emergency management and disaster relief as stated in applicable Municipal Code.
- Acts as grant administrator specific to emergency management/disaster-related grants, including grant research, applications, communications with grantor, adherence to grant conditions and grant status reporting.
- When activated, provides administrative support to the City’s local Emergency Operations Center and/or Mobile Mass Transit vehicle; when not activated, assists in maintaining and inventorying the city’s EOC equipment, documents and associated systems.
- Assists the Charlottesville Department of Social Services with shelter management activities including mitigation and resilience initiatives.
- Assists the Charlottesville Public Works Department with debris management activities for public assistance purposes.
- Supervises assigned staff and directs all threat/security assessments and security improvements to ensure the highest standard of preparedness.
- During the performance of duties, may be required to wear a self-contained breathing apparatus.
- Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
- Regular and reliable attendance.
Other Duties
- Performs various special research projects for the City and may be responsible for administering special programs as assigned by the City Manager.
- Performs additional duties to support operational requirements as apparent or assigned.
Education and Experience: Candidates may qualify by demonstrating the required knowledge and skills outlined for the job through experience(s) other than formal education.
- Bachelor’s degree with major coursework in Emergency Management, Emergency Response, Homeland Security, Public Administration, or related field AND 8 years of experience in public safety, emergency management, emergency services, and/or disaster recovery and hazard mitigation.
OR
- Associate degree in Emergency Management, Emergency Response, Homeland Security, Public Administration, or related field AND 10 years of experience in public safety, emergency management, emergency services, and/or disaster recovery and hazard mitigation.
OR
- An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.
Preferred:- Master’s degree with major coursework in Emergency Management, Emergency Response, Homeland Security, Public Administration, or closely related field.
- Occupational Safety Standards and best practices.
- Completion of the FEMA Advanced Professional Series.
Certifications/Licenses/Other Requirements- Obtain residency within range of the 800MHz radio system (City of Charlottesville or Albemarle County).
- Certified Emergency Manager (CEM) and/or Virginia Professional Emergency Manager (VaPEM).
- Specialized training in disaster or emergency management.
- Completion of FEMA Independent Study courses 100, 200, 700, and 800.
- Completion of FEMA Incident Command System (ICS) courses 300 and 400.
- Must obtain and maintain a valid Virginia driver’s license and acceptable driving record according to city criteria.
- Required to successfully pass a pre-employment background check and pre-employment drug screen.
Knowledge, Skills, Abilities and Other Characteristics
Job Knowledge- Thorough knowledge of the physical layout of the City.
- Thorough knowledge and understanding of applicable federal, state, and local laws, rules, regulations, ordinances, and codes pertaining to emergency management-related activities.
- Comprehensive knowledge of the principles, practices, resources, strategies, and terminology of modern emergency preparedness methods, techniques, planning, and execution.
- Knowledge of hazard mitigation practices and available funding sources.
- Knowledge of emergency communication technologies.
- Knowledge related to federal and state grant programs, application, and administration.
Reading- Intermediate: ability to read and understand written materials such as federal/state regulations, data, journals, multi-step instruction manuals, legal documents, and reference materials.
Writing- Advanced: ability to organize data and write clear and concise reports, business letters, explanations, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech. Ability to develop complex written materials such as emergency plans, evacuation routes, and training guides; and tailor writing to specific audiences and explain complex information and ideas to others.
Math- Intermediate: ability to deal with number systems; simple formulas, practical application of fractions, percentages, ratios/proportions and measurement.
Communication Skills- Advanced: Communicates current and revised policies and makes recommendations regarding development and implementation of policies. Establishes and maintains effective working relationships with other department heads, governmental officials, co-workers, other agencies/jurisdictions, other stakeholders, and the general public. Contact may involve support of controversial positions or the negotiation of sensitive issues or important presentations. Demonstrates negotiation skills and elements of persuasion may be necessary to gain cooperation and understanding. Examples include contacts that may involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions. Evaluates effectiveness, develops cooperative associations, and utilizes resources to continuously improve customer satisfaction and communications.
Independence and Decision-Making- Requires Administrative Direction: normally completes work with substantial discretion and within broad parameters defined by general organizational requirements and accepted practices. Ability to exercise sound judgement, take initiative, manage time effectively and independently, and adapt to changing situations. Uses a wide variety of inter- and intra-departmental resources to address problems and to carry out decisions.
Technical Skills- Skilled: comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the assigned and apparent job responsibilities. Skill in problem solving, conflict resolution, and collaboration.
Fiscal Responsibilities- Completes research for documents, compiles data for computer entry, and/or enters or oversees data entry. Has responsibility for monitoring grants and fiscal expenditures for programs, activities, projects or small organizational units. Recommend office budget allocations.
Supervisory Responsibilities- Supervises, coaches, trains, and motivates assigned staff. Assigns work activities, coordinates schedules, projects, and programs. Provides input or makes decisions on hiring and disciplinary action to subordinate employees, in accordance with established personnel policy and procedures. Establishing professional standards for work quality, quantity, performance, and accountability.
Other Characteristics- Ability to handle challenging, tense, or stressful situations, maintaining calm demeanor during emergencies, and ability to think critically during major events.
- Ability to observe and make critical analysis, organize and command personnel, manage group dynamics, and manage/organize equipment during an emergency.
- Organization and time management skills, sometimes under strict time constraints.
- Performing multiple tasks simultaneously.
- Working closely with others as part of a team.
- Work effectively with sensitive and confidential issues and information.
- May require dealing with angry, frustrated and/or upset individuals.
- Required to work during emergency situations and respond to the Emergency Operations Center on nights, weekends, and/or holidays. May have regular on-call periods and is subject to be re-called to work at any time.
Physical Demands:
- Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 25 pounds of force frequently, and/or up to 10 pounds of force constantly to lift, carry, push, pull or otherwise move objects.
- Must constantly operate a computer and other office productivity machinery, such as a calculator, copy machine and computer printer. Must occasionally move about inside the office to access file cabinets, office machinery, etc.
- May be required to work in the field during emergencies, where there may be a need to climb or balance and/or stoop, kneel, crawl.
- Must be able to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations
- Ability to observe details at close range (within a few feet of the observer).
Machines, Tools, Equipment, Software and Hardware:
- Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.
- During the performance of duties, may be required to wear a self-contained breathing apparatus.
Work Environment:
- Work is performed in an office environment where there may be exposure to computer screen for extended periods of time, monitor glare and dust.
- During emergencies, may be required to work in the field, where the employee may be exposed to outside weather conditions, fumes or airborne particles, chemicals, in or around traffic/roadways, near moving mechanical parts, high or precarious places and/or confined spaces.
- The noise level is usually moderate but may be loud during certain activities.
