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6.2 Emergency Services Director Job Description Request for City Council Action DEPARTMENT INFORMATION ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE: Administration Assistant City Administrator/Human Resources Hille December 12, 2022 PRESENTER(s) REVIEWED BY: ITEM #: Administration City Administrator/Finance Director Flaherty 6.2 – Emergency Services Director STRATEGIC VISION MEETS: THE CITY OF OTSEGO: Is a strong organization that is committed to leading the community through innovative communication. Has proactively expanded infrastructure to responsibly provide core services. X Is committed to delivery of quality emergency service responsive to community needs and expectations in a cost-effective manner. X Is a social community with diverse housing, service options, and employment opportunities. Is a distinctive, connected community known for its beauty and natural surroundings. AGENDA ITEM DETAILS RECOMMENDATION: City staff is recommending that the City Council approve a job description. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: With the recent decision on November 21, 2022, from the City Council to create a City of Otsego Emergency Services Department, the City Council directed city staff to begin the development of a job description to oversee the new department. Staff has prepared a job description for an Emergency Services Director. The 2023 General Fund budget reflects the position to be hired. City staff has drafted the attached job description and are awaiting the position scoring in the SAFE System. The Pay Grade within the City’s pay plan will be brought as a future recommendation to City Council, as well as the proposed recruitment schedule. The Administrative Subcommittee was presented with this information at their December 7 meeting, with recommendation for consideration by the City Council. SUPPORTING DOCUMENTS ATTACHED: • Job Description (DRAFT) POSSIBLE MOTION PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES: Motion to approve the Emergency Services Director job description and authorize staff to begin the preparation of recruitment for later review by City Council. BUDGET INFORMATION FUNDING: BUDGETED: General Fund – Fire Protection (42200) Yes Position Description Position: Emergency Services Director Reports to: City Administrator FLSA Status: Exempt Pay Grade: TBD Date Approved: XXXX XX, XXXX DESCRIPTION OF WORK General Statement of Duties: This position provides effective leadership in establishing, planning, directing, and coordinating operations of the Emergency Services Department. Supervision Received: Works independently under the direction of the City Administrator Supervision Exercised: Provides supervision to the Emergency Services Department staff. MAJOR JOB FUNCTIONS 1. Fire and EMS Services: a. Responds to emergency and non-emergency incidents b. Writes and implements policies for the Emergency Services Department c. Provide leadership and direction to personnel in assigned areas, responsible for the hiring, training, effective performance, discipline, and termination of personnel under direct purview d. Oversee the recruitment, retention, supervision, and development of personnel. Ensure compliance with the City of Otsego Personnel Policies e. Plans, coordinates, supervises, and evaluates fire, rescue, and Emergency Medical Services (EMS) operations, including fire ground safety, inspections and code enforcement, fire prevention and investigation programs and trainings f. Addresses residential and commercial property owners’ questions and concerns with fire safety and risk management g. Oversee and implement Fire Prevention efforts h. Develops and executes the development of fire inspection programs, community fire education programs, fire investigation, and fire code enforcement i. Oversee the formulation of department policies, goals, and objectives in alignment with City Council outcomes j. Oversee fire training programs and establishes minimum training standards and safety practices k. Maintain effective measurement systems for Fire response in accordance with City goals l. Coordinate and represent the City of Otsego to the Minnesota Emergency Services Regulatory Board (EMSRB) 2. Emergency Operations and Management: a. Serve as Emergency Management Director for the City of Otsego; ensure preparedness for all disasters by identifying resources and expertise in advance and planning for and implementation response and recovery actions as needed b. Administers and oversees a comprehensive Emergency Management Program in order to assure quality response to potential emergencies and disasters c. Coordinates Emergency Operations Center (EOC) activities during emergencies and disasters in the City of Otsego d. Maintains and updates the City’s Emergency Operations Plan e. Writes and implements policy for all City staff in regards to emergency operations f. Plans and conducts trainings, drills, and exercises to test the adequacy and operability of Emergency Management Program. g. Promotes and provides collaborative relationships with other City departments, and surrounding municipalities, counties, state, and federal agencies for coordination of emergency response and protection plans as well as disaster readiness. h. Coordinates with City administration to effectively respond to an emergency situation i. Coordinates with County Emergency Management to effectively prepare and respond to emergency situations j. Educates staff on emergency response protocol and coordinators emergency response training for city staff k. Serves as the City’s Public Information Officer l. Direct and oversee Department public information activities. Develop positive relations with community groups, residents, businesses, City staff and other governmental entities 3. Budget and Financial a. Prepare draft budget and capital improvement plan and supporting documentation for the Emergency Services Department b. Monitor and manage budget to ensure expenditures are within approved budget c. Follow all purchasing and policies d. Follow all finance laws and policies including but not limited to the public purpose expenditure policy e. Write, coordinate, and administer grants for the City of Otsego Emergency Services Department 4. Project Management a. Assist in the definition of project scope and objectives, involving all relevant stakeholders and ensuring budget compliance b. Works independently to meet timelines c. Prepares and presents various materials for project updates and annual reports d. Manage changes to the project scope, project schedule, and project costs using appropriate verification techniques e. Provide general oversight to ensure timely and satisfactory completion 5. Contract Coordination a. Writing, evaluating, negotiating, and executing contracts covering public safety and safety coordination b. Oversee and maintain contracts with the Wright County Sheriff’s Department c. Oversee and maintain contracts with surrounding municipalities Fire Departments d. Creating and maintaining relationships with contract entities 6. Public Safety Commission: a. Serve as staff liaison to Commission b. Set agendas in coordination with City Administrator c. Recommend policies and procedures d. Present Public Safety Commission recommendations to the City Council as appropriate 7. Supervision: a. Perform performance reviews for all department staff b. Ensure staff is adequately trained and department is cross trained c. Recommend discipline and pay adjustments to City Administrator d. Ensure staff attends safety training and follows all safety procedures e. Assign work and ensure that it is done professionally, efficiently, accurately, and timely f. Interview and recommend staff hiring with assistance of human resources staff 8. General a. Participate actively in the City’s management team b. Presents in front of various groups for reports, updates, and community engagement c. Attends staff, community, committee, and councils meeting as necessary d. Treat fellow employees with respect and integrity e. Promote a positive and motivating environment f. Provide exceptional customer service g. Confer with supervisor, peers, and employees to discuss and resolve issues h. Make decisions that are always in the best interest of the City i. Perform other duties and projects as assigned j. Follow all safety policies and procedures k. Follow all City policies and procedures KNOWLEDGE, SKILLS AND ABILITIES • Demonstrable knowledge of and experience in emergency operations • Ability to make rapid decisions under high stress circumstances • Extensive knowledge of and experience in City operations, ordinances, and practices related to • Experience making presentations to government bodies, professional associations, and community organizations • Ability to communicate clearly, professionally, effectively, and precisely both verbally and in writing • Ability to resolve and diffuse conflicts • Ability to understand, manage, and communicate complex ideas, projects, and situations • Applied experience and knowledge ability to work independently and as part of a team and to coordinate work with other Departments and to lead multi- departmental or multi-jurisdictional projects. • Ability to plan, prioritize, and organize the department’s work. • Strong sense of honesty, integrity, and credibility • Ability to maintain a high level of integrity and ethical performance at all times • Ability to work successfully under stress, pressure, and changing conditions MINIMUM QUALIFICATIONS 1. Bachelor’s degree with coursework in fire service management, emergency service management, public administration, and business administration or a closely related field. 2. 5 years of experience in emergency services field 3. MN State certified Firefighter I and II, and Hazardous Materials Operations 4. 5 years of supervisory experience 5. Fluent in Word, Excel, Outlook, and PowerPoint 6. A valid driver’s license PREFERRED QUALIFICATIONS 1. State Certified EMT-B 2. Fire Marshal or Code Enforcement Experience 3. Currently certified in National Incident Management System (NIMS) 100, 200, 700 and 800 4. Live or be willing to relocate to within a 30-minute response to City of Otsego Fire Station 5. Experience with public engagement and communication 6. Experience working for a growing city or county NOT PUBLIC DATA The incumbent may encounter not public data in the course of these duties. Any access to not public data should be strictly limited to accessing the data that are necessary to fulfill the employment responsibility. While data are being accessed, incumbent should take reasonable measures to ensure the not public data are not accessed by individuals without a work reason. Once the work reason to access the data is reasonable finished, incumbent must properly store the not public data. If a new work assignment requires access to not public data, the incumbent is permitted to access not public data for the work assignment purposes only. Any access to not public data must be strictly limited to the data necessary to complete the work assignment and after the assignment is completed, the employee’s work assignment no longer requires access. PHYSICAL REQUIREMENTS The physical requirements checked on the attached sheet are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Note: This job description does not constitute a contract or employment agreement.