CLACKAMAS COUNTY

CLASSIFICATION NO. 929 
Established: 5/06
Revised:  12/07; 5/12  
FLSA: Exempt  
EEO: 2  

EXERCISE AND PLANNING PROGRAM MANAGER 

CLASS CHARACTERISTICS

Under direction, to participate in planning and organizing all hazard program operations for the County’s domestic preparedness, prevention, response and recovery programs; to coordinate and conduct specialized training and exercises; to provide highly responsible and complex administrative and fiscal support to the Emergency Management Director and Assistant Director; to supervise program staff; and to do other work as required.  

DISTINGUISHING CHARACTERISTICS

The Department of Emergency Management, administered by the Board of County Commissioners, provides direction, planning, organization, and coordination with other jurisdictions and agencies for County emergency management and homeland security. The Department of Emergency Management is an All Hazards program that prepares for all types of emergencies, both natural and human caused.

The Exercise and Planning Program Manager plans and conducts training programs and activities related to emergencies and homeland security incidents in Clackamas County. Responsibilities include coordination of central administrative functions relating to grant and contract negotiation and management, financial reporting, tracking, security planning, risk assessment, research and information system administration.  The Exercise and Planning Program Manager participates in developing security policy, procedures and protocols, facilitates the Emergency Operations Center in the event of emergencies, both human caused and natural disasters, and conducts multi-agency coordination to achieve local, regional, statewide and national strategic goals in all-hazard emergency preparedness. The Exercise and Planning Program Manager reports to the Emergency Management Assistant Director.

The Exercise and Planning Program Manager differs from the Emergency Management Assistant Director which provides direction for the County’s Emergency Management Program.  It also differs from the Strategic Program Coordinator which coordinates and implements specific programs under emergency management and/or homeland security. 

TYPICAL TASKS

Duties may include but are not limited to the following:

  1. Designs, plans, coordinates and executes tabletop, functional and full-scale county and regional exercises to test departmental and county-wide all-hazard preparedness; prepares written summaries, evaluations and compliance reports to the State of Oregon and the Federal Department of Homeland Security regarding exercises and actual occurrence events.
  2. Participates in developing and implementing department policies; identifies and evaluates present security procedures/protocols; coordinates and facilitates the preparation and revision of procedures, rules, policies and manuals relating to emergency preparedness and homeland security within County departments; participates in development of all hazards response plans.
  3. Conducts research studies and prepares reports on Homeland Security related issues; gathers and analyzes information on time, personnel, equipment, training and planning necessary to provide for enhanced all-hazard preparedness; conducts training and workshops for first responders and emergency personnel. 
  4. Writes grants and oversees administration process; prepares regular grant reports; serves as liaison with granting agencies; prepares information for grant audits; tracks grant expenditures for outside agencies and other County departments; ensures compliance with grant reporting requirements; researches available grant funds and programs.  
  5. Prepares and administers requests for proposals and project contracts; negotiates terms and conditions; monitors contracted services for compliance; prepares written reports to the Board of Commissioners; creates and maintains multiple inventory tracking databases.
  6. Identifies opportunities for improving service delivery; participates in the preparation of annual program plans; ensures provision of services is in compliance with Federal and State statutes, rules, regulations and County policies.
  7. Facilitates coordination between the Emergency Operations Center (EOC) Section Chiefs and assists in maintaining an incident command structure during an emergency relative to both natural hazards and terrorist related incidents; provides guidance and assistance to officials.
  8. Coordinates, researches and assesses emergency preparedness levels among county departments, regional working groups, police/fire districts and other identified facilities within the county; provides multi-agency coordination to achieve local, regional, statewide and national strategic goals in emergency preparedness; conducts countywide Homeland Security and Emergency Management needs and capabilities assessments; participates and serves on various state, regional and county emergency preparedness committees and task forces; consults with or provides information to agency staff and other parties. 
  9. Participates in regional trainings, exercises and conferences related to Homeland Security and emergency preparedness issues; gives presentations to local government, other County departments, private entities and community and volunteer organizations on issues related to homeland security and emergency management.
  10. Assists in the preparation and recommends adoption of intergovernmental agreements, mutual aid agreements and letters of understanding with other public jurisdictions, special districts and private organizations for all hazards and terrorism response; identifies, plans, prepares, updates and inventories needed intergovernmental agreements, memorandums of understanding and mutual aid agreements between agencies within Clackamas County and the regional Urban Area Security Initiative (UASI).
  11. Assists in the preparation of department budgets; reviews, analyzes and makes recommendations on budget requests; prepares budget justifications and presents budget to department director; monitors revenue and expenditures; coordinates preparedness equipment acquisition for department or division offices in accordance with the county, state, regional and federal preparedness strategies.
  12. Hires and supervises clerical staff; prepares performance evaluations; recommends and administers progressive discipline; conducts and/or facilitates staff training and development programs; promotes cooperative team efforts among staff and with other County departments; motivates employees to provide quality service to citizens and County staff. 

REQUIRED KNOWLEDGE AND SKILLS

Thorough knowledge of: Principles and practices of public administration relating to budgeting, inter-governmental relations, security planning, risk management and emergency preparedness; principles and practices of adult-learning; grant-writing and project management experience; Federal, state and local laws and regulations related to disaster response; National Incident Management System (NIMS) programs; Incident Command System (ICS) structure; Crisis Management software and Emergency Operations Center (EOC) automated systems.

Working Knowledge of: Principles and practices of effective supervision; research methodologies  principles and practices of grant preparation and administration, budgeting, purchasing and contract administration; microcomputer applications including work processing, spreadsheets and data bases; English grammar and composition; principles and techniques of public speaking.

Skill to: Communicate effectively, both orally and in writing; prepare and present written and oral presentations; create databases and track data; read and quickly comprehend large documents related to emergency preparedness; read and interpret policies, procedures and requirements; provide recommendations based on federal, state and regional guidance strategies; formulate and evaluate policies and procedures; prepare, evaluate and justify budget requests; monitor expenditures, revenues and reimbursements; work with state and local finance departments to implement recording measures for inter-county purchases and requisitions; operate computer software including spreadsheets and databases; establish and maintain effective working relationships with county officials, county departments, regional working groups, police/fire districts and other identified agencies; prepare and maintain accurate records; problem-solve to promote interagency cooperation; function well in team environment; provide clear direction and guidance to subordinate staff; research and locate information on domestic preparedness topics; interact well with the community, county departments and various agencies.

OTHER REQUIREMENTS

Possession of certificate of completion for the following ICS/NIMS courses:  ICS-100, ICS-200, ICS-300, ICS-400, IS-700, IS-701.a, IS-702.a, IS-703.a, IS-704, IS-706, IS-800. 

Within one (1) year of hire, successful completion of Professional Development Series (PDS) as required by FEMA. 

Within two (2) years of hire, successful completion of Basic Applied Practical Series (BAPS) as required by FEMA.

Must be able to travel to meetings and attend trainings that may require overnight stays. 

Must be available for 24 hour on-call response to perform incident management functions and related duties during an emergency.  

Must successfully pass an extensive background investigation including national fingerprint records check.

Must pass a pre-employment drug test.

Driving is required for County business on a regular basis or to accomplish work.  Incumbents must possess a valid driver's license, and possess and maintain an acceptable driving record throughout the course of employment.

MINIMUM RECRUITING STANDARDS

Any satisfactory combination of experience and training that demonstrates possession of the required knowledge and skills.