Under general direction performs specialized administrative duties, or acts as an administrative technical resource in specialized areas of assignment. Depending on assignment, the incumbent may be involved in supervising the work of support or technical staff.
The Agency Disaster Services Manager is responsible for the Human Services Agency disaster response programs. Responsibilitiesinclude oversight of the agency's Mass Care and Shelter Plan and Continuity of Operations Plan, as well as the training necessary to operationalize the agency'sdisaster response responsibilities. The Disaster Services Manager serves as HSA's primary representative and liaisonfor the County Emergency Operation Center, the California Department of Social Services Disaster Services Bureau, and for social services mutual aid disaster services contacts throughout Southern California. The incumbent will also lead complex projects on a variety of topics utilizing project management, systems improvement, analytical and communication skills.
The ideal candidate will be versatile and dynamic with excellent decision-making skills who can present ideas clearly and effectively, and thrives on working in a fast-paced, fluid environment. He/she is a confident leader who can exercise initiative, ingenuity, independent analysis and judgment to solve complex problems. The ideal person is versed in Cal OES and FEMA disaster response procedure and protocols, regulations and codes, and can train others; and has experienceproviding development, oversight, planning and facilitation of system improvement activities, and leading teams focused on project and change management. Additionally, the ideal candidate has strong written and verbal communication skills,can collaborate with diverse city/community partners as well as interact with staff at all levels of the County/Agency.
PAYROLL TITLE: HSA Senior Administrative Specialist
EDUCATIONAL INCENTIVE: Some positions may be eligible for an educational incentive of 2.5%, 3.5%, or 5% based on completion of an Associate's, Bachelor's, or Master's degree that is not required for the classification.
BILINGUAL INCENTIVE: Incumbents may also be eligible for bilingual incentive pay depending upon operational needs and certification skills.
HSA Senior Administrative Specialist is a Management classification and is not eligible for overtime compensation. Incumbents in this classification are eligible for benefits at the MB3 level. Examples Of Duties
Duties may include but are not limited to the following:
- Coordinates or provides specialty administrative services in the areas of fiscal, human resources, training and development, business technology, strategic planning, and other general administrative and program administrative disciplines, particularly in the area of disaster management and response.During a significant event or disaster, organizes staff to perform mass care and shelter activities, and participates in HSA Department Operation Center activities.
- Provides liaison between the agency and representatives from other public and private entities. Investigates and resolves problems related to the line operation's service or contractor/vendor performance. Strengthens partnerships with county agencies, cities, and community disaster organizations. Provides coordination and information-sharing regarding mass care and shelter with Office of Emergency Services, American Red Cross of Ventura County, California Department of Social Services Disaster Services Bureau, Southern California Social Services Mutual Aid Contacts, local city governments, and other county agencies/departments. Works 8- to 12-hour shifts at the County Emergency Operation Center representing HSA, including evening, overnight and weekend hours as needed.
- Analyzes development and training needs, researches, prepares and presents various training programs. Facilitates week-long Lean 6 Sigma Kaizen events and workgroups as a certified Green Belt practitioner. Develops, documents, and trains staff on new protocols for performing functions as disaster service workers. Oversees, recruits, and trains workers for Functional Assessment Service Team (FAST) who assist community members with disabilities in evacuation shelter settings.
- Analyzes operations, trends, outcomes, processes, systems, etc. to determine and respond to changes required in policies and procedures; assists in or develops recommendations for administrative policies and procedures. Provides oversight and advocacy for implementation of county, state, and federal disaster-related regulations and legislation affecting vulnerable clients. Monitors emerging conditions and responds to calls during and outside of regular work hours related to significant incidents and disasters.
- Compiles and analyzes data to determine operational requirements, set benchmarks, and measure work performance. Utilizes HSA's Disaster Preparedness Database to extract contact information for vulnerable clients and share with emergency response personnel as appropriate.
- Performs research on a variety of topics as requested; prepares reports or position papers and makes recommendations based on research findings. Participates in training sponsored by Ventura County, the state, non-profit organizations, and other entities to enhance and expand skills. Develops disaster response MOUs and other agreements with partnering agencies.
- Maintains a variety of records and produces management reports using automated systems and other reference materials. Utilizes HSA's Clarity project management software to create and update project plans and produce project reports. Provides oversight of Homeless Management Information System (HMIS) administration for evacuation shelter management.
- Coordinates or participates in special project assignments as assigned by Agency management in a multitude of areas including conducting surveys, researching topics and issues, writing reports, analyzing data and preparing statistical and narrative reports.
- Performs other related duties as required.
These are entrance requirements to the exam process and assure neither continuance in the process nor placement on an eligible list.
EDUCATION, TRAINING, and EXPERIENCE
Education and progressively responsible experience related to the specific assignment which has led to the acquisition of the required knowledge, skills, and abilities of the specific assignment. The required knowledge, skills, and abilities are typically obtained by completion of a Bachelor's degree in Business or Public Administration, Human Services, or closely related field and at least five (5) years of responsible professional-level administrative, project management, program administration, or supervisory experience, including at least one (1) year experiencein the area of disaster management and response.
Additional years of relatedexperience as noted abovemay be substituted for the educational requirement on a year-for-year basis.
NECESSARY SPECIAL REQUIREMENTS
- Must possess and maintain a valid California driver license, and be willing and able totravel toalternate work locations
- Must be willing and able to work 8- to 12-hour shifts, including evening, overnight and weekend hours as needed to provide training, make presentations at special events, and in the event of an emergency incident or disaster, serve at the County Emergency Operations Center or other emergency facilities
- Must have experience participating in County, HSA, or similarly comparable mass care and shelter activities during a significant event or disaster
- Must have experience facilitating Lean 6 Sigma Kaizen events and workgroups as a certified Green Belt practitioner, or possess similarly comparable certification and experience in process improvement activities
- Must have experience researching and analyzing state and federal codes, regulations and policies
- Must have experience gathering data and other information from a variety of internal and external sources, conducting complex analyses, and presenting coherent recommendations
- Possession of a Master's degree in a related discipline
- Completion of FEMA Courses IS 800.B, 700.A, 100.B, and 200.B
- Experience scoping system improvement events as a certified Lean 6 Sigma Green Belt practitioner
- Professional-level experience disseminating information to the public and the media
- Experience facilitating interdepartmental or interagency workgroups or meetings involving sensitive or high-profile topics
- Experience developing customized publications or presentations for external stakeholders or other target audiences
- Familiarity with and utilization of HSA's Disaster Preparedness Database, or a similarly comparable client database or GIS system
- Experience creating project plans and reports in Clarity or similarly comparable project managementsoftware system
Knowledge, Skills, and Abilities
Working to thorough knowledge of: principles and practices of effective operational management and response during significant incidents and disasters; the use of automated systems such as Microsoft Office Products (Word, Excel, Outlook, PowerPoint, etc.), and otherrelated software/systems; human resource practices and procedures; planning, organizing and directing work to meet workload demands; project and time management techniques and tools; work processes/methods related to Lean 6 Sigma or similarly comparable process improvement techniques; budget preparation, administration, and monitoring; and codes, regulations and policies governing disaster management and response.
Ability to: lead or supervise the work of others andexercise independent judgment; manage projects, organize and prioritize work assignments, participate and lead teams, and administer various projects; draw logical conclusions,make appropriate recommendations or adjustments as needed, develop and implement necessary work processes, procedures, and assigned goals; research, read and interpret technical material, and explain department policies and procedures and serve as specialist resource and liaison for stakeholders and community partners;manage data and produce analytical reports; and assist in developing or enhancing Agency management information systems and practices. Recruitment Process
FINAL FILING DATE: Applications must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on Wednesday, December 12, 2018.
To apply online, please refer to our web site at www.ventura.org/jobs. If you prefer to fill out a paper application form, please call(805) 654-5129 for application materials and submit them to County of Ventura Human Resources, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.
Sufficient information must be provided under the Education/Work Experience portion of the application and supplemental questionnaire to thoroughly and accurately demonstrate your qualifications in order to determine eligibility. A resume may be attached to supplement your responses in the above sections; however, it may not be substituted in lieu of the application.
NOTE: If presently permanently employed in another merit or civil service public agency/entity in the same or substantively similar position as is advertised, and if appointed to that position by successful performance in a merit or civil service style examination, then appointment by Lateral Transfer may be possible. If interested, please click here for additional information.
SUPPLEMENTAL QUESTIONNAIRE - qualifying: All applicants are required to complete and submit the questionnaire for this exam AT THE TIME OF FILING. The supplemental questionnaire may be used throughout the exam process to assist in determining qualifications for the position. Failure to complete and submit the questionnaire may result in removal of the application from further consideration.
APPLICATION EVALUATION - qualifying: All applications will be reviewed to determine whether the stated requirements are met. Applicants meeting the stated requirements will be invited to continue to the next step in the examination process.
COMPARATIVE SCREENING - qualifying: If there is a high number of qualified applicants, a comparative screening may be conducted. Applications will be evaluated and ranked according to criteria that most closely meets the business needs of the department, so it is essential that applicants provide as much relevant detail as possible and answer all parts of the application and supplemental questionnaire. Only applicants whose submissions most closely match the business needs outlined in the announcement will proceed to the oral examination.
ORAL EXAMINATION - 100%: A job-related oral examination will be conducted to evaluate and compare participating applicants' knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Applicants must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.
The oral exam is tentatively scheduled for December 19, 2018.A verification notice will be sent confirming the test schedule and location details.
NOTE: If there are three (3) or fewer qualified applicants, an oral exam may not be conducted. Instead, a score of seventy percent (70%) will be assigned to each application, and each applicant will be placed on the eligible list.
Candidates successfully completing the examination process may be placed on an eligible list for a period of one (1) year. The eligible list established from this recruitment may be used to fill present and future regular, temporary, fixed-term, intermittent, and extra-help vacancies for this position only. There is currently one Regular vacancy within the HSA Administrative Services Division.
BACKGROUND INVESTIGATION: A thorough pre-employment, post offer background investigation which may include inquiry into past employment, education, criminal background information and driving record may be required for this position.
For further information about this recruitment, please contact Patty Booker by email at [email protected] or by telephone at (805) 477-5114.
This position requires the incumbent to work 8- to 12-hour shifts, including evening, overnight and weekend hours as needed to provide training, make presentations at special events, and in the event of an emergency incident or disaster, serve at the County Emergency Operations Center or other emergency facilities.
Are you willing and able to work various schedules as described above?
- No high school diploma or GED
- High school diploma or GED
- 1 to less than 60 semester units of college course work
- 60 or more semester units of college course work, but no degree
- Associate's degree
- Bachelor's degree
- Master's degree or higher
- Public Administration
- Human Services
- Other field of study closely related to this position
- Other field of study not related to this position
(NOTE: Full time is considered 40 hours per week; anything less than that must be prorated.)
- 0 to less than 1 year
- 1 to less than 2 years
- 2 to less than 3 years
- 3 to less than 4 years
- 4 to less than 5 years
- 5 to less than 6 years
- 6 to less than 7 years
- 7 to less than 8 years
- 8 to less than 9 years
- 9 to less than 10 years
- 10 or more years
- the employer(s) from which you gained experience in these areas
- length of employment performing work in these areas
- a detailed description of your duties and responsibilities that demonstrate the depth and breadth of your experience in these areas.
- the employer(s) from which you gained this experience
- length of employment in this area
- your specific role, duties and responsibilities related to disaster service management and response
- an example of a critical incident or disaster in which you participated in mass care and shelter activities, and how you participated
- indicate whether you have completed each of the following FEMA courses IS 800.B, 700.A, 100.B, and 200.B
- your certification or designation level
- the employer(s) from which you gained this experience
- an example of a successful process improvement event you facilitated
- any experience you may have scoping system improvement events
- researching and analyzing state and federal codes, regulations and policies
- gathering data and other information from a variety of internal and external sources
- conducting complex analyses
- presenting coherent recommendations
Please keep your responses clear and concise, but provide enough detail to determine the depth and breadth of your experience in each of the areas.
- disseminating information to the public and the media
- facilitating interdepartmental or interagency workgroups or meetings involving sensitive or high-profile topics
- developing customized publications or presentations for external stakeholders or other target audiences
Please provide enough detail in your response to determine the depth and breadth of your experience in each of the areas.
- Disaster Preparedness Database, or a similarly comparable client database or GIS system
- Clarity, or a similarly comparable project management software system
- MS Office products (i.e. Excel, Word, Outlook, PowerPoint, Vizio, Publisher)
- other automated systems with which you are experienced
* Required Question