Emergency Management Coordinator/Senior Administrative Analyst

Join the City of Rancho Palos Verdes! 
Where your job ends and your career begins! 
This is an excellent opportunity for an individual with a passion for emergency management and the desire to positively impact their community.  
This recruitment will be open until filled and can close at any time and without notice. First review of applications will be week of May 13, 2024.  DEPARTMENT
The City Manager's office is housed within the Administration Department and directs, oversees, coordinates, and supports the efforts of all City Departments ensuring that City Council policy and direction is carried out. The City Manager's office is comprised of a friendly, dynamic and high-level functioning group of individuals that thrive and foster collaboration and innovation. Under the direction of the City Manager, the following divisions report to the Deputy City Manager: City Clerk, Public Safety, Government & Community Relations, Human Resources, and Information Technology. Each division has its own personality and internal work dynamics that are effective, accountable, and inclusive of City Council goals and initiatives. Public safety services are provided by the Los Angeles County Sheriff's Department and the Los Angeles County Fire Department.

POSITION
The Senior Administrative Analyst position duties include, but are not limited to, coordinating, overseeing, and performing professional-level administrative and analytical work in such areas as budget development, financial administration and reporting, grants, purchasing, database management, contract administration, management analysis, public information, and/or program evaluation. Serves as liaison to employees, public, and private organizations, community groups, and other organizations; provides information and assistance to the public regarding the assigned programs and services; receives and responds to concerns and questions relating to assigned area of responsibility; reviews problems and recommends corrective actions.
This is an exempt position represented by the Rancho Palos Verdes Employees Association. The Emergency Preparedness Coordinator/Senior Administrative Analyst is an integral component of the City of Rancho Palos Verdes. This position provides a unique opportunity to lead and support the City and the Peninsula area agencies through the Emergency Preparedness Programs, trainings, and policies. This position may require attending after business hours City Council and other committee or neighborhood meetings and weekends as necessary, as well as responding to certain emergency disaster incidents such as wildfires, earthquakes, and floods.

IDEAL CANDIDATE
In addition to a strong technical and training background, the ideal candidate will have excellent leadership, analytical, project management, and decision-making skills. The incumbent will be a self-starter who will constantly be seeking to improve the readiness and resiliency of the City and its residents, and versatile enough to effectively work on every aspect of the emergency preparedness program and other analytical assignments. The incumbent will be a team player who's also able to work autonomously on several projects simultaneously and able to foster effective working relations with management, city staff, residents, contractors, adjacent cities, business owners, community leaders, and other public/private agencies. DEFINITION AND CLASS CHARACTERISTICS
Under general direction, plans, oversees, and provides highly complex administrative, budgetary, analytical, grant, program, project, and/or work-flow support to assigned department and/or division; plans, organizes, and oversees the work efforts of a small administrative support unit; analyzes departmental practices and procedures and makes recommendations for organizational, operational, policy, and procedural improvements; conducts needs analyses, feasibility studies, and program evaluation for assigned projects and programs; develops, summarizes, and maintains administrative and fiscal records; fosters cooperative working relationships among City departments and acts as liaison with various community, public, and regulatory agencies; and performs related work as required.

 
This is the advanced journey-level class in the administrative analyst series. Incumbents plan, develop, and implement policies and procedures for an assigned division/department, including multi-divisional and/or departmental budget preparation, contract administration, management analysis, and program evaluation. Incumbents facilitate and support the work of departmental management staff by organizing and overseeing day-to-day administrative support activities and by providing a professional-level resource for organizational, managerial, and operational analyses and studies. Responsibilities include performing diverse, specialized, and complex analytical work involving significant accountability and decision-making responsibility, and may involve frequent contact with the public. This class is distinguished from the department manager classifications in that the latter have full management and supervisory authority in planning, organizing, and directing the full scope of operations within the department.

  Management reserves the rights to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
• Lead, oversee, and coordinate assigned emergency services activities including a variety of mitigation, preparedness, response and recovery programs and projects; develops and maintains program objectives for City and contracted City agencies; • Attend after business hours City Council and other committee or neighborhood meetings and weekends as necessary, as well as respond to certain emergency disaster incidents such as wildfires, earthquakes, and floods.
• Coordinates and participates in the preparation of progress reports and other material required for assistance from other agencies in emergency management activities;
• Implement community disaster preparedness programs; utilize social media and the City website for marketing and outreach; coordinate with county, state and federal programs to leverage impact and ensure message consistency;
• Provides emergency management support and resources to City and contracted agencies;
• Works closes with public safety agencies and utility companies to implement disaster preparedness, response and recovery programs;
• Formulates program policy direction and alternatives; participates in the preparation and administration of the Emergency Services strategic plan and budget;
• Meets with local government officials and governmental affairs representatives to coordinate cooperation in emergency operations; applies for State and Federal funding assistance; assists in preparing and administering the annual operating budget for the program;
• Serves as liaison between city, and contracted agencies as needed, the Federal Emergency Management Agency (FEMA), the State Office of Emergency Services (OES), County Office of Emergency Services (OES), Area G Disaster Management Coordinator (DMAC) and the community;
• Assess and coordinate training activities related to disaster preparedness programs for all City and contracted City personnel and elected officials; teach emergency management classes, including ICS (Incident Command System), NIMS (National Incident Management System), SEMS (Standardized Emergency Management System) and EOC (Emergency Operations Center) operations; coordinate classes, create schedules and maintain records;
• Maintain, review, and interpret legislation and new developments in emergency management; incorporate new developments as appropriate. Attend local, state and federal emergency management meetings and conferences to coordinate programs, represent the City and maintain knowledge and skills;
• Serves as a liaison to employees, public and private organizations, community groups, utility governments, and other organizations; provides information and assistance to the public regarding the assigned programs and services; receives and responds to concerns and questions relating to assigned area of responsibility; reviews problems and recommends corrective actions;
• Manages and/or participates in the City's Emergency Preparedness Committee and annual work plan projects; updates and maintains the City's Emergency Operations Plan;
• Coordinates and participates in program development and emergency preparedness training for City and contracted agencies;
• Monitor expiration of City and contracted cities' Emergency Operations Plan, Hazard Mitigation Plan, and Continuity of Operations Plans, and provide technical knowledge to assist cities in updating their plans;
• May participate in the development of public bids and RFP agreements, in establishing new contracts and creating new procedures and guidelines to existing contracts that need improvement or that are up for potential renewal; develops and administers complex contracts including maintenance, goods, or service contracts and agreements; monitors contract expenditures and identifies budget transfers as needed;
• Communicates exceptionally well orally, in writing, or through graphic representations and statistical summaries with colleagues, managers, employees, the public, organized employee groups, and representatives of various organizations;
• In case of emergency or disaster must be available to work extended hours and shifts and be available for call-back status;
• Performs other duties as assigned. Education and Experience: Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: Equivalent to graduation from an accredited four-year college or university with major coursework in business or public administration, or a related field. At least (2) years of increasingly responsible experience performing emergency preparedness activities or related administrative experience.  Licenses and Certifications: Possession of, or ability to obtain, a valid California Driver's License by time of appointment. Completion of the following courses: incident Command System (ICS) 100, 200, 300, and 400 are required  Completion of ICS 700, 800, and EOC Management and Operations G775 are highly desirable or completed within six (6) months of employment.  Knowledge of: Principles and practices of municipal management and government. Principles, practices, and procedures of funding sources and grant funds disbursement, depending on assignment. Project and/or program management, analytical processes, and report preparation techniques; municipal programs such as, but not limited to, finance, budgeting, purchasing, and other governmental programs related to the department/division to which assigned. Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures. Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures. Research and reporting methods, techniques, and procedures. Sources of information related to a broad range of municipal programs, services, and administration. Applicable Federal, State, and local laws, codes, and regulations. Public relations techniques. Principles and practices of public agency budget development and administration and sound financial management policies and procedures. Principles and practices of contract administration and evaluation. Recent and on-going developments, current literature, and sources of information related to the operations of the assigned department/division. Record keeping principles and procedures. Modern office practices, methods, and computer equipment and applications related to the work. English usage, grammar, spelling, vocabulary, and punctuation. Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff. Ability to: Assist in the development of goals, objectives, policies, procedures, and work standards for the department. Coordinate and oversee programmatic administrative, budgeting, and fiscal reporting activities. Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative. Plan and conduct effective management, analytical, administrative, and operational studies. Plan, organize, and carry out assignments from management staff with minimal direction. Conduct research and analysis on a wide variety of administrative topics including grant funding, contract feasibility, budget and staffing proposals, and operational alternatives. Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner. Evaluate and develop improvements in operations, procedures, policies, or methods. Research, analyze, and evaluate new service delivery methods, procedures, and techniques. Prepare clear and concise reports, correspondence, policies, procedures, and other written materials. Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local policies, procedures, laws, and regulations. Effectively represent the department and the City in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals. Establish and maintain a variety of filing, record keeping, and tracking systems. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. Operate and maintain modern office equipment, including computer equipment and specialized software applications programs. Use English effectively to communicate in person, over the telephone, and in writing. Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations. Establish and maintain effective working relationships with those contacted in the course of work.