EOC Readiness Coordinator

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About the Department

The City Manager’s Office provides strategic leadership, which supports the Mayor and City Council while motivating the organization to deliver high-quality services that meet the community’s needs.

The City Manager’s Office of Emergency Management (OEM) is responsible for preparing the City and the community to effectively respond to natural, technological, and human-caused disasters while coordinating with the Santa Clara County Operational Area, the State of California Governor’s Office of Emergency Services and Federal Emergency Management Agency (FEMA). Maintenance and activation of the Emergency Operations Center and the Emergency Operations Plan (EOP) are primary tools utilized by OEM. In addition, OEM provides disaster planning, training, and recovery assistance to City departments, including state-mandated Standardized Emergency Management System (SEMS) classes for the Emergency Operations Center staff, Department Operations Center staff, and elected officials. To be comprehensive, OEM continuously monitors state and federal legislation that directly impacts the provisions of emergency services to the community.

Position Duties

An Emergency Coordinator is an entry-level position in the City Manager’s Office of Emergency Management. The position reports to either the Director or Deputy Director of OEM.

The EOC Readiness Coordinator - Temporary position is a 3 - 4-month limit-dated position, With a tentative start date of October 27, 2024. The incumbent will shadow and train with the current EOC Readiness Coordinator, who is anticipated to retire from City service in January 2025. The EOC Readiness Coordinator - Temporary position was created specifically to ensure a smooth transition and eliminate the potential for any gaps in service, as the EOC Readiness Coordinator position is critical to the City of San José’s emergency preparedness, response, and recovery operations.

The EOC Readiness Coordinator - Temporary would be responsible for supporting operations, logistics, maintenance, and administration of the City of San José’s Emergency Operations Center (EOC), Alternate EOC, and Office of Emergency Management (OEM). [RR1][GA2][RR3] Duties involve maintaining operational readiness of EOC facilities and equipment, coordination with Department Operations Centers (DOCs) and other members of the City’s Emergency Management Organization, providing direct support to the Training and Exercise Program, participating in emergency planning activities, providing technical support to EOC facility operations and assignment to EOC Operations during non-emergency and emergency conditions.

• Develop and manage Emergency Operations Center activation procedures.
• Develop EOC architecture for information sharing, resource management, and coordination during an emergency and supporting standard operating procedures.
• Manage WebEOC Professional 8.0 Management System, California Common Operating Picture (CalCOP) Incident Management System, ShakeAlert Earthquake Early Warning System, and supporting teleconference, video-teleconference, and closed-circuit television systems.
• Manage the manual/hard-copy and digital/soft-copy EOC Forms, EOC Planning P, EOC Status Boards, EOC Maps, and associated EOC equipment. Responsibilities include identifying, notifying, organizing, training, equipping, exercising, and evaluating user communities for these systems.
• Provide technical support and collaboration with ITD on the [RR4] [GA5] [RR6] selection, installation, use, maintenance, technical training, and operational management of all EOC infrastructure, systems, hardware, and software.
• Collaborate with Public Works and ITD during project coordination for infrastructure maintenance, installation, and upgrades to all power systems[RR7] [GA8] ; lighting systems; network cabling; Heating, Ventilation, and Air Conditioning (HVAC) systems; and similar equipment as well as fielding and setup of computer equipment, monitors, television displays, communications equipment, audio-visual systems, and similar equipment; fielding, setup, and maintenance of desks, chairs, lighting, rolling carts, cabinets, and similar equipment; and fielding, setup, and use of access control systems.

Typical Duties and Results:

• Responsible for inventory management for both the EOC and OEM offices including related reports.
• Provides support for training events, exercises, and real-world activations as relates to the readiness of the EOC.
• Provides support to (OEM) staff related to facility operations and equipment.
• Working with OEM staff, develops and maintains EOC documentation for operations and equipment including relevant plans including the EOC activation guide, action planning process, position job aids, EOC org chart, etc.
• Works with Training and Exercise Coordinator in developing EOC training materials, exercises (drills, workshops, tabletops, functional, and full-scale exercises) for EOC, DOC, and Field teams on the EOC Action Planning Process, use of EOC Forms and EOC Status Boards.
• Administers and manages EOC technology equipment and application platforms used for EOC operations.
• Assists ITD with identifying personal computer and related equipment issues.
• Manages and maintains non-technical EOC supplies to include white boards, position vests, etc.
• Provides input to OEM Finance Coordinator for budgetary needs and tracking.
• Acts as the alternate Alert and Warning Coordinator when required.
• Coordinate and schedule training for EOC, DOC, and Field teams on Multi-Agency Coordination Systems (MACS}, EOC Action Planning Process, use of EOC Forms and EOC Status Boards.
• Responds to activations of the EOC
• Performs 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

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
• Be available to report to duty on a 24-hour a day basis, as needed

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.

Position requires energetic, well focused, and detailed oriented personnel. Under general supervision, the personnel is responsible for analytic work of moderate difficulty in areas such as plans and procedure development; review and analysis of existing plans and newly proposed plans; generalized analysis of continuity between plans; organization and methods analysis; or personnel analysis. Performs additional work as required.

The assigned personnel requires 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.

Minimum Qualifications

MINIMUM QUALIFICATIONSEducation and Experience Executive Analyst I: Bachelor’s Degree from an accredited college or university in business or public administration or a closely related field. 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.
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. Required Licensing (such as driver’s license, certifications, etc.)When assigned to the Office of Emergency Management:

• 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.
• 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.

Background: Passing a San José Police Department background check is a condition of employment.

Other Qualifications

Basic Competencies:

• Knowledge of 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.
• Initiative and Innovation: 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 educational opportunities that promote job performance.

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.
• Creativity: Addresses objectives and problems while questioning traditional assumptions/solutions in order to generate creative ideas and new ways of doing business; exhibits creativity and innovation when contributing to organizational and individual objectives; seeks out opportunities to improve, streamline, reinvent work processes.
• Customer Service: Demonstrates the ability to anticipate customers' needs and deliver services effectively and efficiently using professional demeanor
• Team Work & Interpersonal Skills: Develops effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills.
• Computer Skills: eExperienced with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Access, and MS Excel.

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 a background investigation.

You will be prompted to answer the following job-specific questions during the online application process. Please note that there is a 4,000-character limit, including spaces, for each text response:

Please specify your degree, field of study ad the college or university where you obtained your degree You may also include any additional degrees or applicable certificates that you have achieved. Please describe your facilities management experience, including operations, logistics, maintenance, and administrative support. Please include your years of experience, your title, and specific responsibilities. Your response should be consistent with your work history.Please describe your experience with managing inventories, including any systems or tools used and your specific responsibilities.Please describe your experience working on complex plans and procedures which required you to gather and analyze data and information and develop statistical reports and/or summaries for use in process improvement planning.Please describe your experience in Emergency Management. If you do not have experience in Emergency Management, please describe any transferrable experience, knowledge, skills or abilities that would enable you to fulfill the duties of the position. 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 your resume will be deemed incomplete and your application withheld from further consideration.

Additional Information:

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 H1-B or any other type of visa which requires an employer application.

Please note that applications are currently not accepted through CalOpps or any other third party job board application system.

This recruitment may be used to fill multiple positions in this, or other divisions or departments. If you are interested in employment in this classification, you should apply to ensure you are considered for additional opportunities that may utilize the applicants from this recruitment.

Please allow adequate time to complete the application and submit before the deadline or the system may not save your application. 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.

The City of San Jose offers a wide range of core health benefits including Medical, Dental, Vision, Employee Assistance Program, Life Insurance, Disability, and Savings Plans. Please visit the City's benefits pagefor detailed information on coverage, cost, and dependent coverage.

For information on the City’s Retirement Plan(pension for full-time employees), please visit the Office of Retirement Services website. You will be able to view information based on different Sworn/Federated job classification.

In additional to the benefits above, there is an additional perks siteto explore further benefits of working for the City of San Jose like paid leave, educational reimbursements, and holiday pay are specific to the job classification and union membership.

Closing Date/Time: 9/24/2024 11:59 PM Pacific

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