Location
Description
Position:
The Emergency Coordinator classification is an entry-level position into the City Manager’s Office of Emergency Management. The person fulfilling the job will report to the Director or Deputy Director of the Office of Emergency Management.
We are seeking energetic, well focused, and detailed oriented applicants. Under general supervision, the applicant is responsible for analytic work in the areas of emergency management, instructional training, adult platform instruction, training scheduling and coordination of instructors, certification management, etc. The position must be aware of the Office of Emergency Management’s plans and procedures and prepare training to implement the plans and programs. The position will also track available training through Bay Area, state, and federal resources.
Position and Duties:
The Training Coordinator position will focus on training and exercise activities.
The range of activities will include, but are not limited to, the following list.
Support the implementation of a Multi-Year Training and Exercise Plan for the Emergency Operations Center staff.
Manage a system to track available Urban Area Security Initiative, State, and Federal trainings to enhance delivery of instruction for Emergency Operation Center staff.
Monitor State and Federal requirements for emergency management training, and be sure staff are aware of training opportunities to meet the requirements
Facilitate the development of exercises within the City and exercises that engage community partners.
Coordinate the delivery of designated contract training.
Coordinate and track training attendance of the Office of Emergency Management, Emergency Operations Center and Department Operations Center staff.
Coordinate with Office of Emergency Management staff, identify training needed to implement plans and protocols.
Coordinate presentations and trainings on community preparedness, city preparedness activities, and outreach.
Coordinate the public education program and requests for public engagement.
As needed update the public education presentation materials and the employee Disaster Service Worker materials.
Typical Duties and Results
Participate in the organization, administration, operations, and functions of the Office of Emergency Management
Assist in coordinating applicable Office of Emergency Management programs with other city departments
Conduct research on best practice activities of other like organizations
Assist in developing reports related to how to implement state and federal guidance on emergency planning
Perform emergency preparedness tasks that requires attention to detail and integration with plans, procedures and training tools
Administrate the Learning Management System used to track Emergency Management training
Maintain administrative records, supplies, inventory control and tests of disaster equipment
Respond to activations of the Emergency Operations Center
Act as the Office of Emergency Management Duty Officer on a periodic basis
Perform other emergency management activities as needed
Minimum Knowledge of:
Principles of effective written communication, including the preparation of clear and concise reports, documents, and revisions to documents
Principles of administrative process and governmental organization
Principles of adult learning
Providing training to a culturally diverse community
Ability to:
Work both independently and interdependently to ensure work is completed in an accurate, and timely fashion
Promote and coordinate emergency preparedness messages
Work with diverse groups, including volunteers
Communicate effectively in written and oral form
Be available to report to duty on a 24 hour a day basis, as needed
Preferred Experience in:
Managing a Learning Management System
Experience with content creation, graphic design and utilizing creative platforms for presentations/trainings
Writing scopes of works for projects
Working with executive level managers, elected officials and organization leaders
Distinguishing Characteristics
This is the entry into higher levels of the emergency management classification, where expertise is gathered in a specific field in order to progress into the more specialized class such as Emergency Planner. Initially, supervision and training are given in detail, but as an incumbent becomes more capable, he/she works with a higher degree of independence.
These positions require someone with the ability to work both independently and interdependently to ensure work is completed in an accurate, and timely fashion.
The successful candidate will possess a high level of professionalism, excellent customer service skills, and a strong work ethic. The position requires excellent judgment, initiative, integrity, analytical and organizational skills.
Ideal Candidate
Minimum Qualifications:
Executive Analyst I:
Bachelor’s Degree from an accredited college or university in business or public administration or a closely related field.
Incumbents in the Executive Analyst I and II classifications will be required to obtain the FEMA Professional Development Series (PDS) Certificate within approximately one (1) year of employment.
Executive Analyst II:
Bachelor’s Degree from an accredited college or university in business or public administration or a closely related field; and two (2) years of increasingly responsible professional staff analytic or administrative experience at the level of Executive Analyst I with the City of San Jose.
Incumbents in the Executive Analyst II classification will also be required to obtain the FEMA Advanced Professional Series (APS) Certificate within approximately two (2) years of employment.
Acceptable Substitution:
Experience as a Staff Specialist with the City of San José may be substituted for the education requirement on a year for year basis.
Licenses/Certificates:
Possession of a valid license authorizing operation of a motor vehicle in California is required.
Employment Eligibility: Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of San Jose will NOT sponsor, represent, or sign any documents related to visa applications/transfers for H1B or any other type of visa which requires an employer application.
If selected for hiring, the candidate must undergo and pass a thorough background investigation check, as the Emergency Operations Center or alternate are located in Department of Justice secure facilities.
Desired Skills:
The ideal candidate will possess the following skills, as demonstrated from past and current employment history.
Ability to compose memorandums (for City Council memoranda, program reports, etc.) and to create effective and informative charts.
Ability to professionally and effectively engage with internal city staff and external partner organizations.
Knowledge of a City's organizational structure and functions and the principles, practices and challenges of the City organization, administration, and management.
Knowledge of and experience with applicable professional/technical principles and practices, Citywide and departmental procedures/policies and federal and state rules and regulations.
Experience with Microsoft products including Excel and Word, pivot table creation, and ability to quickly use and/or learn other software applications (e.g. Adobe Acrobat, Trello, Slack, etc.).
Core Competencies:
The ideal candidate will possess the following competencies, as demonstrated from past and current employment history.
Job Expertise: Demonstrates knowledge of and experience with applicable professional/technical principles and practices, Citywide and departmental procedures/policies and federal and state rules and regulations.
Analytical Thinking: Approaching a problem or situation by using a logical, systematic, sequential approach.
Communication Skills: Effectively conveys information and expresses thoughts and facts clearly, orally and in writing; demonstrates effective use of listening skills; displays openness to other people’s ideas and thoughts.
Initiative: Exhibits resourceful behaviors toward meeting job objectives; anticipates problems, is proactive, and avoids difficulties by planning ahead; displays willingness to assume extra responsibility and challenges; pursues continuing education opportunities that promotes job performance.
Team Work & Interpersonal Skills: Develops effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills.
Selection Process
The selection process will consist of an evaluation of the applicant’s training and experience based on the application and responses to the Job Specific Questions. Only the candidates whose backgrounds best match the position will be invited to proceed in the selection process. Additional phases of the selection process will consist of one or more interviews and may include a practical exercise.
To be considered for this position, you must fill out the online application available on the City of San José website. As part of this process, you will be required to answer four (4) supplemental questions.
You must answer all job specific questions in order to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration. References to a resume will be deemed incomplete and your application withheld from further consideration.
Supplemental questions:
Please select the option that best describes how you meet the minimum qualifications:
Bachelor’s Degree from an accredited college or university in business or public administration or a closely related field.
Bachelor’s Degree from an accredited college or university in business or public administration or a closely related field; and two (2) years of increasingly responsible professional staff analytic or administrative experience at the level of Executive Analyst I with the City of San Jose.
Four (4) years’ experience as a Staff Specialist with the City of San José
None of the above
Please describe your experience organizing, analyzing, and interpreting data. Make sure to include the steps you took when presenting those results to various audiences. If you do not have any direct experience, please describe comparable experience.
Please describe a training session that you managed. Please specify your responsibilities, who you had to coordinate with, what changes you would make should that training be held again, and the outcome of the training session. If you do not have any direct experience, please describe comparable experience
Please provide an example of a time where you managed a team. Make sure to include the purpose of the team, issues you experienced, how you resolved those issues and what would you do differently. If you do not have any direct experience, please describe comparable experience
If you have questions about the duties of these positions, the selection or hiring processes, contact Jessica Lowry by email at jessica.lowry@sanjoseca.gov.
The Emergency Training Coordinator position will be open until filled. Applicants are encouraged to apply as soon as possible as this recruitment may close at any time. The first application review will be on December 20, 2022 at 8:00 am PT. Please submit your application by that date if you would like your application to be included in the first review.
If your online application was successfully submitted, you will receive an automatic confirmation email to the email address you provided. IF YOU DO NOT RECEIVE THE CONFIRMATION, please email CityCareers@sanjoseca.gov and we will research the status of your application. Please contact Human Resources at (408) 535-1285, or Human.Resources@sanjoseca.gov if you have any questions.
