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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Dept:
Human Resources
Subject: RECLASSIFICATION OF
DISASTER MANAGEMENT
COORDINATOR TO EMERGENCY
SERVICES MANAGER
From:
Linn Livingston, Director
of Human Resources
Date: November 13, 2008
MICC Meeting Date: November 17, 2008
Synopsis of Previous Council Action:
11/12/08: Recommended for approval by the Personnel Committee.
Recommended Motion:
1. Reclassify Disaster Management Coordinator (U), Range 4510, $5,649-$6,867, to
Emergency Services Manager (U), Range 4550, $6,896 - $8,383.
2. Authorize the Human Resources Department to update Resolution 6429 to reflect
this action.
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Sign ure
Contact person:
Linn Livinqston
Phone:
384-5161
Supporting data attached: Yes
Ward:
FUNDING REQUIREMENTS: Amount:
$5.600 (No cost to General Fund)
Source: (Acct. No.)
(Acct. Description)
Finance:
Council Notes:
Agenda Item No. 1..4
"-\1-08
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subiect
Reclassification of Disaster Management Coordinator to Emergency Services Manager
Backl!round
As the complexity of the Fire Department responsibilities continues to increase, an adjustment in
staffing at the administrative level is needed. The job description for the current position of
Disaster Management Coordinator is no longer adequate to describe the responsibilities, skills
and experience necessary to be effective in a disaster preparation/management role. The post
9/11 and Katrina environment has become extremely challenging in the disaster management
arena as public and political scrutiny of local jurisdictions' response to disasters has increased
substantially. With this scrutiny comes greater potential for liability resulting from inadequate
preparation and response to such events.
In order to ensure effectiveness during future large-scale emergencies, it is proposed that the
position of Disaster Management Coordinator be reclassified to Emergency Services Manager to
more accurately reflect the accepted standards, practices and responsibilities currently used by
most large cities. The prerequisites for the new classification will include demonstrated
experience in managing emergency operations from the command and administrative level. It
will also require a broad understanding of community-wide disaster preparation needs, laws and
procedures governing disaster management, grant availability and application, and the functions
and structure of local, State and Federal disaster planning and management entities.
The City currently contracts for management of the City's Emergency Operations through a
temporary contract, not to exceed six (6) months, which will expire on December 31, 2008.
Reclassifying this position will allow for a permanent appointment.
In addition to disaster management functions, this position will provide needed oversight and
management to the Fire Communication Center (see attached job description). Creating this
position will also facilitate the needed depth in our management ranks during times of major
emergencies, providing adequate administrative staffing in the Emergency Operations Center.
The proposed salary range for the reclassified position was established by evaluating the
increased responsibilities of the Emergency Services Manager and comparing them to similar
positions held in other local cities. The comparison cities included Riverside City, Ontario,
San Bernardino County, Pasadena, and Anaheim. The salary range for a Disaster Manager
position in these cities ranged from $77,000 to $83,500 annually; however, none of the position
descriptions from the comparison cities included the additional duties of managing an emergency
communications center. Therefore, the proposed salary reflects a competitive wage for the
position of Emergency Services Manager that is adjusted to include the additional duties of
Communications Center management.
Financial Impact
Reclassify Disaster Management Coordinator (D), Range 4510, $5,649-$6,867/month, to
Emergency Services Manager (D), Range 4550, $6,896-$8,383.
Budgeted: FY 2008/09
Disaster Management Coordinator CD)
Annual Salary $ 82,400
Benefits $ 30,300
Total Budgeted 08/09 $112,700
Proposed
Emergencv Services Manager CD)
Annual Salary $ 86,900
Benefits $ 31.400
Total $118,300
Fire has identified funds in the Metropolitan Medical Response System (MMRS) Grant Revenue
to offset the additional cost of $5,600.
Recommendation
1. Reclassify Disaster Management Coordinator (D), Range 4510, $5,649-$6,867, to
Emergency Services Manager (D), Range 4550, $6,896 - $8,383.
2. Authorize the Human Resources Department to update Resolution 6429 to reflect this action.
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Class Code:
MICC Date Adopted:
City of San Bernardino
Signature:
Director, Hurr.an Resources
Bargaining Unit:
CLASS SPECIFICATION
Emergency Services Manager. Fire
EEOC Job Category: Officials and Administrators
JOB SUMMARY
Cnder general supervision, administers and supervises the City's Disaster Management Program, oversees
the operation of the Emergency Operation Center (EOC), is the primary contact for the management of
various emergency management/preparedness grant programs, provides oversight to the Fire Department
Communication Center, responds to emergency incidents and participates as part of the command or general
staff, and performs other related work as required.
DISTINGUISHING CHARACTERISTICS
The Emergency Services l\Ianager is a management position the Fire Department that provides
administrative oversight to specific Fire Department functions. The position works directly under the Fire
Chief, or Deputy Fire Chief.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may be
performed. The omission of specitic statements of duties does not exc lude them from the position if tbe
work is similar, related or a logical assignment to this class.
I. Provides courteous and expeditious customer service to the general public and City-department staff.
2. Maintains the City's Emergency Plan consistent with State of Cali fomi a guidelines, develops through
coordination of City departments and other local agencies all necessary and required support annexes
to the City's Emergency Plan, develops a Hazard Analysis Program and Emergency Resource
Directory, develops and coordinates regular and recurring trainmgprograms for City employees.
3. Coordinates with the State of Califomia Emergency Services and County of San Bemardino
Emergency Services for developing scheduled periodic exercises of the City's Emergency Plan;
develops and maintains up-to-date communication with local, county, state and volunteer
organizations; develops and coordinates ongoing public information programs (assisting school
districts, local businesses and industries and volunteer groups).
4. Operates and tests the City's EOC equipment and systems, coord mates drills with other response
agencies, develops and conducts training for designated City EOC responders, acts as EOC Director
during disaster conditions requiring activation of the EOC.
Emergency Services J'vlanager - Fire
Page 1
5. Coord mates fund-recovery efforts dunng decbred disasters, coordinates with FE\IA representatives
and prepares "nd submits required documents.
6. Researches and prepares grants related to -emergency preparedness and hazard miTigation projects,
and monitors grant projects for appropnate Implementation.
7. Participates m the development and admmistration of the division budget. submIts budget
recommendations, and monitors expenditures.
8. Administers daily logistics of the City's Emergency Service Program; acts as staff advisor to the Fire
Chief regarding disaster preparedness training programs, actual emergencies and recovery assistance
programs: develops and coordmates ongoing programs of review and necessary reyision of the CIty'S
Multi-hazard Emergency Service Plan to ensure adequacy of its basic information, annexes, hazard
analysis and Resource Directory.
9. Attends conventions, advisory boards, conferences and educational courses relating to new
emergency response procedures; prepares articles and delivers speeches; proyides guidance and
training in emergency management; coordinates and implements familiarization and training
procedures with other communities to dewlap reciprocal commitments and assistance.
10. Oversees the general operations of the Fire Department's Communication Center.
I!. Assists in developing community disaster preparedness programs.
12. Prepares reports, manuals, studies, bulletins and other materials.
13. Assists in the selection, promotion and dismissal of employees; reviews performance rating of
employees; provides employee counseling; and makes personnel assignments and shift changes.
14. Assists with overall management of the Fire Department as directed by the Fire Chief, or Deputy Fire
Chief.
15. Routinely adheres to and maintains a positive altitude towards City and Department goals.
16. Performs related work as required.
QUALIFICATIONS
Know ledge. of:
1. Principles and practices associated with municipal emergency service planning;
2. Principles of organization, management, program implementation, review and analysis;
3. Disaster preparedness practices at the community and responder level;
4. Principles of management, administration, supervision, training and community relations;
5. Federal, State and local laws, codes and ordinances affecting fire department and emergency
management operations, including California Master Mutual Aid Agreement and Califomia Fire
Assistance Agreement;
Emergency Services Manager - Fire
Pag e 2
6. Grant writmg procedures and acquisition;
:"Icdem emergency communication systems and communication cen:er :nanagement.
Ability to:
1. Analyze and evaluate community emergency services needs and requirements:
2. EffectIvely respond wIth program development to address and meet perceived needs and
requirements:
3. Operate a yariety of office equipment, including computers and applicable software applications;
4. Communicate clearly and concisely, both orally and in writing;
5. Establish and maintain effectiye relationships with those contacted in the course ofwark:
6. Direct training programs for City employees and civilians;
7. Determine and appraise principal hazards to the community as they relate to the mission of the
Fire Department;
Education, Training and Experience:
A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from a
four-year college or uniyersity with a major in Emergency Management, Fire Science, Business
Administration or a closely-related field; and at least four (4) years of progressively responsible
experience in emergency preparedness and response, fire department emergency communications
systems, or a closely-related field.
Licenses; Certificates; Special Requirements:
Valid CalifomiaClass "C" driyer's license and the ability to maintain insurability under the City's
vehicle insurance policy
PHYSICAL DEMANDS
The physical demands described hen~ are representative of those that must be met by an employee to
successfully perfonn the essential functions of this class. Reasonable accommodations may be made to
enable individuals with disabllities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; talk and hear, both in
person and by telephone; use hands to finger, handle and feel computers and standard business
equipment; and reach with hands and arms. The employee is frequently required to stand and walk, drive
motor vehicles, and may occasionally carry matenals and supplies weighing up to 50 pounds.
Specific vision abilities required by this job include close vision and the ability to adjust focus
Emergency Services Manager - Fire
Page 3
WORK ENVIRONMENT
The work environment characteristics described here are represenro.ti'ie of those an employee encounters
\vhile performing the essentinl functions of this class. Reasonable lccommocbtions may be made to
enable individuals wIth disabllil1es to perform the essentlUl functions.
The employee works under typical office conditions. and the noise level is usually quiet. The employee
may occasionally work in the field, exposed to dust, noise, fumes and inclement weather.
TESTING STANDARDS
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Emergency Services Manager. Fire
Page 4
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Class Code: 10696
MICC Date Adopted:
City of San Bernardino
Signature:
Director, Human Resources
Bargaining Unit:
CLASS SPECIFICATION
Disaster Management Coordinator
EEOC Job Category: Officials and Administrators
JOB SUMMARY
Under general direction, plans, develops, implements and maintains the City's Disaster Management
Program including preparedness, response, recovery and mitigation to all types of emergencies and
disasters; leads and participates in the development and implementation of the City's emergency
management plan; and perfonns related duties as assigned.
DISTINGUISHING CHARACTERISTICS
Disaster Management Coordinator is responsible for planning, organizing and evaluating the City's
Disaster Management program. The incumbent acts as liaison to other departments and outside agencies
and coordinates a variety of hazard mitigation projects. Assignments are broad in scope and allow for a
high degree of administrative discretion in their execution.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may be
performed. The omission of specific statements of duties does not exclude them from the position if the
work is similar, related or a logical assignment to this class.
1. Plans, organizes, controls, manages and evaluates the City's disaster preparedness program;
participates in establishing operational plans and initiatives to meet City and department goals and
objectives; implements departmental plans, work programs) processes, procedures and policies
required to achieve overall optimum results; coordinates and integrates department functions and
responsibilities to achieve optimal efficiency and effectiveness; participates in developing and
monitoring performance against the annual departmental budget.
2. Maintains the City's Emergency Plan consistent with State of Califomia guidelines; develops
necessary required support through coordination of City departments and other local agencies.
3. Develops a hazard analysis program and emergency resources directory; develops and implements
training for officials on emergency management issues related to their jurisdictional duties; develops
and coordinates regular and recurring training programs for City employees.
4. Operates and tests the City's Emergency Operations Center (EOe) equipment and systems;
coordinates drills with other response agencies; develops and conducts training for designated City
EOC responders; acts as EOC Director during disaster conditions requiring activation of the EOC.
Disaster Management Coordinator
Page 1
5. Coordinates fund recovery efforts during declared disasters: coordinates interactions with FE:VL-I.
representatives and prepares and submits reqUIred documentatlOn.
6. Compiles logistics of the City's emergency service program; advises the Fire Chief regarding disaster
preparedness training programs, actual emergencies and recovery assistance programs; develops and
coordinates ongoing review and necessary revision of the City's multi-hazard emergency service
plan.
7. Provides leadership and works with staff to develop and maintain a high performance, customer
service-oriented work environment that supports achieving the City's mission, strategic goals and
core values.
QUALIFICATIONS
Know ledge of:
1. Federal, state and local laws, regulations and court decisions applicable to assigned areas of
responsibility.
2. Principles and practices of municipal disaster preparedness and emergency service planning.
3. Principles and practices of program and project management.
4. Operations and uses of the National Incident Management System.
5. Processes and procedures for applying for and managing federally approved grants
6. FEMA damage assessment and recovery process.
7. Criteria and procedures for Emergency Operations Center activation.
8. Principles and practices of effective management.
Abilityta:
I. Analyze and evaluate community emergency services needs and requirements.
2. Plan and implement disaster exercises and training.
3. Effectively develop programs and plans to address perceived disaster response needs and
requirements.
4. Operate a variety of office equipment including computers and applicable software.
5. Prepare clear, concise and comprehensive correspondence, reports, studies and other written
materials.
6. Exercise sound, expert independentjudgrnent within general policy guidelmes.
7. Exercise tact and diplomacy in dealing with sensitive and complex issues and situations.
Disaster Management Coordinator
Page 2
8. Establish and maintain effective working relationships with City officials, rr.anagers of other
departments and other jurisdictions, Fire Department staff, City e:nployees, the public and othe!'3
encountered in the course of work.
Education, Training and Experience:
A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from four
year college or university with a major in public safety, public admmistration, or a closely related
field; and at kast four years of progressi vely responsible experience in emergency preparedness or a
closely related field, at least one of which was in a supervisory or program/project management
capacity; or an equivalent combination of training and experience.
Licenses; Certificates; Special Requirements:
A valid California driver's license and the ability to maintain insurability under the City's vehicle
insurance policy.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this class. Reasonable accommodations may be made to
enable indIviduals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; talk and hear, both in
person and by telephone; use hands to finger, handle and feel computers and standard business
equipment; and reach with hands and arms. The employee is frequently required to stand and walk, drive
motor vehicles; and may occasionally carry materials and supplies weighing up to 50 pounds.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters
while performing the essential functions of this class. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
The employee works under typical office conditions, and the noise level is usually quiet. The employee
may occasionally work in the field, exposed to dust, noise, fumes and inclement weather.
TESTING STANDARDS
[leave blank]
Disaster Management Coordinator
Page 3
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