Job Relationship: Responsible to Emergency Management Director

Manner of Review and Approval: Work is directed through established policies and procedures and specific program guidelines. Work is reviewed by the Director through reports, meetings, observation of activities, and a formal annual review.

Supervisory Responsibility: May supervise volunteers as needed. Statute Reference: Title 37-B § 781 et seq.

Employee Type/Expected Work Hours: This is a full-time position, FSLA Exempt, 40-50 plus hours per week, office hours Monday – Friday, 8:00 a.m.– 4:30 p.m. with night and weekend hours, serving as Duty Officer or attending meetings.

Job Summary: The EMA Deputy Director assists the Director in delivering the five phases of emergency management, while working with Federal, State and Municipal officials and the citizens of the County. As assigned by the Director, the Deputy performs program management, planning, research, resource management, financial management, communications, public information, training, and some administrative duties. The position involves attendance at appropriate meetings, exercises, and training sessions, some of which are outside of normal business hours. The EMA Deputy shall become trained in and familiar with the Director’s duties and act in the role of Director in the Director’s absence.

Essential Duties:

Coordinates a training program to prepare the EMA organizations within the County for emergency operations. Coordinates participation of the local EMAs within the County in National, State, County, and local emergency exercises.
Assists local directors, municipal officials, and the public with emergency planning efforts, forms, applications, etc.
Develops, promotes, and distributes or delivers emergency management information and education through a variety of media, including but not limited to publications, websites, social media, presentations and events, training programs, and media interviews.
Updates the EMA resource database of available manpower, equipment, supplies, materials, and other resources available for disaster response.
Revises and updates resource contact information annually.
Assists the Director and Finance Department staff with the maintenance of fiscal records, including quarterly reports and grant administration.
Assists the Director in administering projects funded by the Homeland Security grants and other applicable program grants.
Research and apply to new grant programs.
Develops, manages, and implements a comprehensive public engagement program designed to keep all citizens, businesses and organizations in the County informed both of the activities of the EMA, and of the parts which every citizen should play in the EMA program. Fosters a sense of mutual investment in the safety and preparedness of those who live, work, and play in the County.
Coordinates the logistics of agency-sponsored training programs and meetings.
Serves as a conduit between the EMA and other service-providing organizations such as the American Red Cross, VOAD, Amateur Radio groups, and other related organizations.
During emergencies, assists with coordinating County resources from the County EOC, reports County and local emergency response activities and conditions to the State and requests assistance as needed for municipalities.
Works additional hours if needed to assist the Director during emergency situations and disaster declarations. Serves as Duty Officer on a rotating schedule.
Assists with the coordination of damage assessment activities throughout the County and assists with FEMA preliminary damage assessments.
Serves as Secretary (ex-officio) to the Sagadahoc County Board of Health and Local EMA Director Meetings: drafting agendas, scheduling, attending and coordinating meetings, taking minutes, and providing staff and logistical support.
Performs various administrative duties including filing, mailings, procurement, computer data input, meeting minutes, and phone calls.
Represents the County in conferences with Regional, State and Federal EMAs and their representatives.
Assisting in the development, implementation and maintenance of County plans, policies and procedures during each of the phases of emergency management.

Other Duties:

This description is not an exhaustive list of duties and responsibilities associated with this position. While this is intended to reflect the current position, management reserves the right to revise these responsibilities or require other or different tasks be performed or removed when circumstances change (i.e., emergencies, changes in personnel, workload, rush jobs, technological development, work performance, etc.).

Competencies:

Proficient with verbal and written communication
Excellent customer service, community relationship building, teamwork, and networking skills
Ability to remain organized, prioritize tasks, multi-task, and meet strict deadlines
Ability to follow instructions of the Director

Work Environment: This is primarily a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The position is based on a 40-hour work week. However, availability may be required at any time for emergencies. Availability is also required for evening meetings and mandatory training sessions. Work involves some time spent in the field attending various meetings, training courses, and in developing and participating in training exercises. Fieldwork in emergency situations may be hazardous. Field work may expose employees to a variety of hazards from floods to hazardous materials and chemicals.

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 accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the job, the employee is: Frequently required to sit, talk and hear. Occasionally required to stand, walk, use hands to finger, handle or operate objects, controls, reach with hands and arms. Occasionally lift and/or move 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and ability to focus. Noise level is usually moderate.

Education and Experience Qualifications:

Requires a college degree or equivalent combination of education and professional experience. Significant formal training in preparedness, mitigation, response, and recovery is preferred.
Emergency Management training, plus knowledge of an EM program and its responsibilities, are highly desirable, as is prior public safety experience.
A valid State of Maine class 3 driver's license and clear driving record are required.
Must have completed the following NIMS/ICS Courses: IS-100, IS -200, IS-700, IS-800, (ICS-300 and ICS-400 preferable).
Must complete the following FEMA trainings within one year of employment: HSEEP, IS-120, IS-230 IS-247a IS-247c IS-251, G-191, G-556, G-775 (IS-2200), K-705 (unless extended by Director/Administrator).
Must maintain at minimum 8 continuing educational hours after completion of basic FEMA training.
Computer skills: Knowledge and experience with Microsoft Office (Word, Excel, Access and PowerPoint, Outlook, Teams, Zoom etc.) required.
Ability to pass an in-depth criminal background investigation.

This job description in no way states or implies that these are the only duties to be performed by an employee occupying this position. Employees may be required to perform other related duties as assigned, to ensure workload coverage. Employees are required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. This job description does NOT constitute an employment agreement between the employer and employee and is subject to change by the employer as the organizational needs and requirements of the job change.

Sagadahoc County is an Equal Opportunity Employer. We proudly provide a work environment free of discrimination and harassment. Hiring decisions are based on job requirements and individual qualifications, without regard to race, color, religion, or belief, national, social or ethnic origin, sex (including pregnancy), age, sexual orientation, gender identity and/or expression, family, marital, civil union or domestic partnership status, past or present military service, or any other status protected by US law or the State of Maine. Fostering diversity and inclusion in our workforce is critical as a provider of essential services, and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.

For more information, including how to apply, please visit the Sagadahoc County, ME County website.

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Emergency Management Deputy Director