Goverment Jobs
Published
December 5, 2018
Location
Ventura And Will Require Travel Throughout Ventura County, California
Category
Job Type

Description

Description

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.
Typical Qualifications

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

DESIRED

  • 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.

YOUR BENEFITS AS A COUNTY OF VENTURA EMPLOYEE
MANAGEMENT
In addition to your annual salary, the County of Ventura offers you an extensive benefits package, including:
FLEXIBLE BENEFITS PROGRAM:You allocate the County's non-taxable biweekly Credit Allowance of $397.00 among several benefit options.Regular part-time employees (40?59 hours per pay period) hired or promoted to Management on or after April 1, 2001, receive a Credit Allowance of $278.00.
Medical, Dental, and Vision Plans for you and your dependents. Current premium amounts can be found on the Benefits website (http://ceo.countyofventura.org/benefits).
Flexible Spending Accounts which increase your spending power by reimbursing you with pre-taxed dollars for IRS approved dependent care and health care expenses.
Pre-tax Salary Reduction available if the costs for the benefit options you select exceed the County's biweekly contribution. This saves you taxes by lowering your taxable income.
Cash added to your taxable biweekly pay, depending on the selections you have made.
EMPLOYEE HEALTH SERVICES CLINIC:Available to you for treatment of minor illness or injury.
MEDICAL MAINTENANCE EXAMINATION: You may schedule a medical maintenance examination through Employee Health Services, at no cost to you, at the intervals stated:
Once every 36 months if under age 40
Once every 24 months if between ages 40-44
Once every 12 months if over age 45
If you choose to have the examination through your personal physician, your department will reimburse you up to $1,200 for eligible expenses not covered by your medical plan.
ANNUAL LEAVE:208 hours earned each year (in lieu of vacation/sick leave), increasing to 288 hours after 5 years of service. After using a minimum of 80 hours of annual leave during a 12-month period, you may redeem a portion of the accrual annually. Earned annual leave hours are prorated for permanent part-time employees.
MAXIMUM ANNUAL LEAVE ACCRUAL:The maximum number of hours that an employee can accumulate is 880 hours.
10PAID HOLIDAYS:New Year's Day, Martin Luther King Day, Presidents' Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Christmas Day, and one floating holiday. Paid holiday time is prorated for permanent part-time employees.
TEXTBOOK AND TUITION:The County may reimburse you up to a maximum of $2,000 per fiscal year ($1,000 for Confidential Clerical) for tuition and books for educational endeavors when courses have a reasonable potential for resulting in more effective County service. This benefit is prorated for part-time employees.
PROFESSIONAL MEMBERSHIPS:The County will pay up to a maximum of $200 for membership fees to a job related professional organization.
EDUCATIONAL INCENTIVE:The County may provide up to a 5% incentive pay for educational attainment if not specifically required for your job. You may receive only one form of incentive pay or premium pay and will receive that which provides the greatest incentive.
MILEAGE REIMBURSEMENT:If required to use your personal vehicle on County business, you will receive mileage reimbursement at the standard rate established by the IRS for each mile driven.Some job classifications also receive an automobile allowance.
DEFERRED COMPENSATION:You may elect to contribute to one or both of the County's deferred compensation plans (established under Internal Revenue Code Sections 401(k) and 457). If you participate in the County sponsored 401(k) plan, the County will match a part of your contribution up to 3% of your salary, on a pay period basis. You must be regularly scheduled to work at least 40 hours each pay period to be eligible to participate in the 401(k) plan. These plans enable you to build long-term savings while deferring current federal and state income taxes. In addition to pre-tax contributions, you are also able to make after-tax contributions through the Roth option available in the 457 plan.
RETIREMENT/SOCIAL SECURITY:Both the County and you contribute to the Ventura County Employees' Retirement Association (VCERA) and Social Security. VCERA is a defined-benefit pension plan that provides a lifetime retirement after being vested and meeting eligibility requirements. Benefits vest after 5 years of service. Employees hired to work less than 64 hours biweekly participate in a Safe Harbor retirement plan in lieu of VCERA and Social Security.

https://Retirement FAQs

LONG TERM DISABILITY INSURANCE PLAN:The County provides you with a disability plan which provides benefits for up to 5 years for a disabling illness or injury, in an amount of 66 2/3% of base salary. Limitations and exceptions are outlined in the plan brochure. You must be regularly scheduled to work at least 40 hours biweekly to participate in this benefit.
OPTIONAL WAGE SUPPLEMENT PLAN:You may purchase short-term disability coverage in weekly benefit amounts of $45 or $80. You must be regularly scheduled to work 40 hours or more each pay period to participate, and must enroll within 90 days of employment.
LIFE INSURANCE:The County provides you with a fully paid $50,000 term life insurance policy. The policy contains an accidental death and dismemberment rider equal to the face value of the policy.
OPTIONAL GROUP LIFE INSURANCE:If you are a regular County employee with a regular work schedule of at least 40 hours per pay period you may purchase term life insurance coverage for either $10,000 or one times your annual base salary, without evidence of insurability, if you enroll within your first 90 days of eligibility. You may also be eligible to purchase term life insurance at group rates for two or three times your annual salary, subject to evidence of insurability. Dependents life insurance is also available for employees who purchase optional life insurance coverage.
DEATH BENEFIT:Your department will provide a $1,000 death benefit payable to your designated beneficiary in the event of your death if you are enrolled in the Flexible Benefits Program.
OTHER BENEFITS:The County also offers an Employee Assistance Program, as well as a Wellness Program, and a Work/Family Program which includes child care and elder care referrals.

This Summary is informational only, and cannot modify or affect your benefits in any way, nor shall you accrue any rights because of a statement or omission from this summary. Please refer to Plan Brochures and Management Resolution for details. These documents are available in your department.

Link to Management Resolution - February 2018
Union Codes:MB3, MB4, MS, MT,MCC, MU
01
Do you possess or have the ability to possess a valid California driver license?

  • Yes
  • No
02
Please read the following statement and answer the question accordingly.

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?

  • Yes
  • No
03
Please indicate the highest level of education you have completed.

  • 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
04
Please indicate the major field of study for the highest level of education you indicated above.

  • Business
  • Public Administration
  • Human Services
  • Other field of study closely related to this position
  • Other field of study not related to this position
  • None
05
If you selected "Other field of study closely related to this position" in the question above, please indicate the field of study for your highest level of educational achievement, and how it relates to this position. (Indicate "N/A" if not applicable.)

    06
    Which option below best describes your full-time progressively responsible professional-level administrative, project management, program administration, or supervisory experience?

    (NOTE: Full time is considered 40 hours per week; anything less than that must be prorated.)

    • None
    • 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
    07
    Please describe your professional-level administrative, project management, program administration, and/or supervisory experience. Include in your answer the following items:

    • 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.

      08
      Please describe your training and experience in the area of disaster management and response. Include in your answer the following items:

      • 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

        09
        Please describe your experience facilitating Lean 6 Sigma Kaizen events and workgroups, or your experience facilitating similarly comparable process improvement activities. Include in your answer the following items:

        • 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

          10
          Please describe your experience in each of the following areas:

          • 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.

            11
            Please describe your experience in each of the following 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.

              12
              Please describe your experience with and proficiency in the use of automated systems and software applications. Include in your answer the following:

              • 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

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