Administrative and Deputy Emergency Managemen

CHELTENHAM TOWNSHIP:

EMPLOYEE JOB DESCRIPTION:

POSITION TITLE:

Administrative and  Deputy Emergency Management Coordinator

DEPARTMENT:

Administration

POSITION EFFECTIVE:

Immediately

REPORT TO:

• Assistant Township Manager

POSITION STATUS:

Salaried Association

WORK LOCATION:

Administration Building and various locations in Cheltenham Township and Montgomery County, as assigned

SALARY GRADE:  Professional

PROBATION PERIOD:

One (1) year

CIVIL SERVICE:    Yes

ENCUMBERED:

Yes

POSITION SUMMARY:

This position is a role that serves a variety of administrative functions within the Administration Department and serves a vital role in planning for and responding to emergency situations on behalf of Cheltenham Township.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The following duties are not intended to serve as a comprehensive list of all duties performed by this position, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties. The omission of an essential function of work does not preclude management from assigning duties not listed herein. Assigned duties, which are essential functions of work not listed herein, are permissible if such functions are a logical assignment to the position. Applicants must be prepared to demonstrate the ability to perform the essential functions of the job with or without a reasonable accommodation.

ADMINISTRATIVE DUTIES:

• Performs a variety of clerical duties.
• Answers and prioritizes incoming phone calls and assists in responding to them.
• Receives, opens, reviews, sorts and prioritizes incoming mail, as appropriate.
• Assists in providing responses to requests for information or services via phone, mail, and electronic mail.
• Drafts and proofreads correspondence, meeting minutes and other documents.
• Coordinates meetings including scheduling and preparing agendas and materials; may be required to attend meetings, which may be after regular business hours, and/or prepare and distribute meeting notes or minutes. Some meeting minutes may be prepared via recording.
• Assist in obtaining quotations for the procurement of goods and services.
• Prepares requisitions for purchase order payments, assists in ensuring invoices are paid and tracking project budgets.
• Assists with research and the preparation of annual budgets, ordinances, resolutions, policies, grants, bids, requests for proposals, special awards/nominations, reports, studies, and other projects, which may include, but is not limited to, writing materials, creating graphics, preparing copies, and transmitting them to the appropriate vendor(s), individual(s), and/or agency(ies).
• Assists in tracking and meeting deadlines for grants and other projects, including the preparation and filing of periodic status reports; preparing, executing, and closing out contracts; and other tasks necessary to administer projects ranging from studies to large construction projects.
• Provides support to the administration department and coordination between departments and outside agencies on a variety of projects, as necessary.
• Assists with the management and coordination of volunteers for various Township activities.
• Assists with the maintenance of office files and the disposition of all Township records pursuant to Municipal Records Retention Act.
• Assists with the fulfillment of Right to Know requests.
• Assists with the entering and management of data in the Township’s ERP.
• Assists with managing and developing special projects, as assigned.
• Assists the Township’s Public Information Officer with the dissemination of information across all media channels.
• Assists with the planning and management of Township special events and may be required to attend special events as either or both a representative of the Township or emergency management.
• Manages the Township’s Special Events and Block Party permitting process.

EMERGENCY MANAGEMENT RESPONSIBILITIES:

• Maintains the readiness of the Township’s Emergency Management Plan.
• Serves as staff administrator for all Township emergency management programs; plans and develops programs allowing for changes in technology, theory, and operations.
• Interacts with Township officials, fire and rescue personnel, public and private community agencies, developers, businesses, and the public to explain and obtain cooperation for public safety programs.
• Responsible for the day-to-day operation of the Township’s Emergency Operations Center and emergency management program.
• Provides information regarding emergency management programs and duties to civic and neighborhood groups, schools, and City, State and Federal agencies; provides information to the news media regarding specific emergency situations.
• Manages and produces social media content and public engagement in coordination with the Township’s Public Information Officer and Township Manager.
• Assists with the preparation of the annual budget and annual reports.
• Provides command in the field and is on-call, as needed.
• Attends and remains active in emergency management meetings, as assigned.
• Designs and implements emergency management training exercises, involving agencies such as area hospitals, Township and County agencies, among others. Completes paperwork to receive federal funding for training exercises.
• Writes and recommends policies and procedures in the areas of emergency management and response as directed.
• Coordinates the utilization and activities of volunteer personnel.
• Responds to after-hours and weekend emergency calls as required.
• Maintains and updates inventory listings of materials and equipment required for emergency response services.
• Develops bid specifications for Emergency Management projects.
• Maintains appropriate files and databases relating to the Township’s emergency management program.
• Prepares and monitors federal grants for various programs; ensures that grant funded activities and expenditures comply with applicable local, state, and federal regulations and Township policies and procedures.

NONESSENTIAL DUTIES & RESPONSIBILITIES:

• Occasional back-up for receptionist and sorting mail for all departments.
• Occasional back-up for clerical staff at public meetings.
• Occasional back-up for administration staff members.
• All duties as assigned.

QUALIFICATIONS, SKILLS AND ABILITIES:

• Bachelor’s degree in emergency management, public administration, business, public health, or information technology, or similar field.
• Minimum five years of experience in an emergency management role (police, fire, EMS or emergency management) at the command level.
• Minimum of five years of experience working in an administrative capacity.
• Experience working in municipal government settings a plus.
• Experience with grant writing and management and/or project management a plus.
• Emergency Vehicle Operator Course (EVOC) certification
• National Incident Management System (NIMS) 100, 200, 300, 400, and 700 certifications
• Hazardous Materials Operations certification
• Working knowledge of basic business computing, including Windows; Microsoft Office programs including Word, Excel, PowerPoint, and Outlook; Internet.
• Experience with social media, video editing, and Adobe design software for business purposes a plus.
• Excellent writing, grammar, and proofreading skills.
• Good aptitude for math; knowledge of the preparation of budgets.
• Excellent interpersonal, oral, and written communication skills.
• Experience with interacting with the public and individuals of all levels.
• Pleasant and courteous telephone manner with the ability to talk on the telephone for an extended period of time.
• Ability to work independent of direct supervision.
• Ability to carry our instructions with minimal supervision.
• Ability to exercise sound and swift judgment in evaluating situations and in making decisions.
• Ability to work in a team environment.
• Ability to organize and prioritize work assignments.
• Ability to react calmly and rationally in emergency situations.
• Ability to work with people in crisis.
• Ability to work with and learn new technology.
• Must be detail and deadline oriented.
• Respect for confidentiality involving work-related activities.
• Knowledge of use of general office equipment.
• Valid PA Driver’s License with the ability to safely operate motor vehicles; understand and comply with safety precautions and policies.
• Use equipment, tools, and machines, necessary for the job safely and skillfully.

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT:

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The work environment is not a typical office environment.

• Physical Requirements – The duties of this job may include physical activities such as reaching, standing, climbing, balancing, stooping, bending, kneeling, stooping, reaching, pushing, pulling, walking, sitting, standing, fingering, grasping, lifting and carrying (up to 30 pounds), talking, hearing/listening, seeing/observing, and performing repetitive motions. The ability to use both the left and right hands for firm grasping, repetitive actions and fine manipulation, including writing and typing. Specific vision abilities required by this job include close, middle, distance, and peripheral vision, color vision, depth perception and the ability to adjust focus. Candidate must be able to execute the job functions without posing a direct threat to the health and safety of self and others. Candidate must be able to withstand variations in temperature, weather conditions and noise levels; along with exhaust fumes and biohazards.
• Physical Space – The primary location of the work for this position is in an office at the Township’s administrative offices, which are located in a 100+-year old house that has been retrofitted for office use. It is not a typical office facility. This position may require work in the field, including building, park, or road construction sites; emergency locations; and other Township facilities such as police facilities, garages, and parks. Regular work from home opportunities are not available; however, reasonable accommodations are made to accommodate work-life balance.
• Company Culture – It is the mission of Cheltenham Township to provide outstanding municipal governance and services that meet the needs of our residents and businesses in a cost-effective and professional manner, and it is the vision of the Township to celebrate its vibrant, diverse, and historic community, to enhance and maintain quality of life, and to achieve economic and environmental sustainability by promoting actions and opportunities consistent with good stewardship of its natural and financial resources.
• Working Conditions – This position is a position that is required to be on call during emergency events and to attend special events and regular meetings of the Township’s citizen’s committees nights, weekends and holidays. Cheltenham is generally a fairly relaxed, casual and collaborative environment, with the requirement for formality depending on the situation. Work hours are generally Monday through Friday 8:00 a.m. to 4:30 p.m. Flexible schedules are permitted depending on the requirements of the position. The work environment is generally not quiet and can be fast paced. It may include time pressure (frequent rush jobs, urgent deadlines, etc.), working with distractions (telephone calls, email, disturbances or interruptions from coworkers, residents and board members), dealing with upset and/or irate employees or residents, and working with limited resources. Employees are expected to maintain acceptable attendance standards and socially appropriate behavior. This position will involve participation in emergency situations, potentially in extreme weather conditions, and the candidate must be able to handle stress, make split-second decisions and execute the functions of the job without positing a direct threat to the health, welfare or safety of others or self and be able to comply with organizational safety policies and procedures.
• Travel – Travel to locations throughout the Township and, on occasion, travel outside the Township may be required. Must be able to safely operate and manipulate a Township vehicle, as required.
• Residency – Must live in Bucks, Montgomery or Philadelphia counties.

DO NOT WRITE BELOW THIS LINE UNTIL INSTRUCTED:

This Job Description is designed to accurately reflect the job duties and responsibilities of the Administrative & Deputy Emergency Management Coordinator. However, it may not be all-inclusive and other job-related duties may be required.   Reasonable accommodations will be made as required by local, state, or federal law so long as they do not cause an undue hardship.

By signing below, I acknowledge that I have read and understand this Job Description.  I am able to meet or exceed all aspects of the Job Description.

JOB DESCRIPTION TITLE:                                      Administrative & Deputy Emergency

• Management Coordinator

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