State of Washington Classified Job Specification
EMERGENCY MANAGEMENT PROGRAM SPECIALIST 1
Class Series Concept
Positions in this classification series perform professional emergency management duties to support one or more of the four components of emergency management (preparedness, hazard mitigation, response and recovery). Work involves disaster and emergency management activities related to natural and man-made hazards.
Positions in this series serve in the Emergency Operations Center or at other locations as may be assigned during exercises, emergencies, disasters, and/or other occurrences.
This is the entry level of the series. Positions perform assigned tasks in one or more of the four components of emergency management (preparedness, hazard mitigation, response and recovery) under the guidance of a fully qualified emergency management staff member.
Positions work under close supervision and use established procedures to complete assignments in support of higher-level professional staff for emergency management programs, projects and functions with state agencies, local jurisdictions, tribal governments, federal agencies, and the private sector including tasks such as conducting research, fiscal/budget reporting and tracking, grant expenditure reconciliations, invoicing, and maintaining databases.
Performs the following duties under the guidance of higher level emergency management staff:
Completes assigned tasks to coordinate components of emergency management programs, projects, functions, or activities internally and externally;
Collects, tracks and reviews data to support the review and implementation of emergency plans;
Reconciles invoices, maintains spreadsheet, enters budget projections, reviews invoice for accuracy and corrects charge codes, identifies and reports over-/under-expenditures, informs program coordinators/managers on the specific condition of budgets and variances;
Ensures sub-grantee requests for reimbursement are appropriate and meet grant and fiscal requirements;
Receives, tracks and processes A-19 invoice voucher payments to sub-grantees, including cities, counties, Homeland Security Regions, state agencies and other entities;
Develops, implements, and administers contract financial tracking reports for statewide services;
Compiles information from contract files, financial databases, and vendors as required;
Assists in data collection and analysis;
Maintains project management databases and tracking systems;
Provides administrative and programmatic support for meetings, trainings, and workshops as required to include rosters, agenda preparation, meeting notes, and support coordination;
Provides first-level professional and administrative management support to the Emergency Management Council as required;
Prepares and monitors contract amendments for the statewide services;
Researches state and federal rules and regulations on issues impacting statewide services and provides recommendations and/or interpretations of their impact to the appropriate staff;
Assists in the development of communications and warning plans and procedures; assists in integrating communications and warning plans and procedures into the state comprehensive emergency management plan;
Assists with coordinating the development, maintenance, and repair of specialized communications and/or power generation equipment to support emergency program operations;
Maintains state E911 office website including oversight of design changes and updating web pages with current calendar, policies and other information;
Serves in an operational capacity in the state Emergency Operations Center, Joint Information Center, field offices and/or command posts during emergencies and disasters;
Performs other duties as required.
Knowledge and Abilities
Knowledge of: principles of emergency management, the National Incident Management System (NIMS), and the incident command system; and state and federal rules and regulations related to emergency management and personnel functions.
Ability to: complete assigned duties under guidance of higher level emergency management staff to: coordinate, monitor and evaluate a project or program having a specific goal to be achieved within a specific time; communicate effectively both verbally and in writing with ability to explain complex rules and regulations; work in an environment requiring strong customer relation, negotiation and problem resolution skills; facilitate meeting groups and committees to gain consensus.
There may be instances where individual positions must have additional licenses or certification. It is the employer’s responsibility to ensure the appropriate licenses/certifications are obtained for each position.
Positions typically require a Bachelor's degree.
Professional level experience in emergency management, homeland security, disaster mitigation planning, emergency communications systems, financial management (grant management, contracting, claims management, budgeting), training/education, public information/affairs, program/project management, scientific environmental analysis or planning, civil/structural engineering, and/or urban planning will substitute, year for year, for education.
Experience working in an emergency management organization performing professional emergency management work at or above a senior clerical level will substitute, year for year, for education.
Note: Qualifying Program/Project management is defined as: Directing, coordinating, monitoring and evaluating a project or program having a specific goal to be achieved within a specific time frame.
Class Specification History
New class replaced 46011 Emergency Management Program Assistant; adopted June 1, 2005.
Revise class. General revision; adopted May 10, 2007, effective July 1, 2007.
Revise class series concept and definition, add distinguishing characteristics; adopted February 11, 2016, effective February 12, 2016.