PROGRAM MANAGER

Employment Type

: Full-Time

Industry

: Miscellaneous



DEFINITION The Program Manager is responsible for the development and administration of a wide variety of City programs and projects. Areas of responsibility include the implementation and coordination of programs in three distinct areas: emergency services, volunteer services, and neighborhood and community outreach. CLASS CHARACTERISTICS This is a full-time, single-position class, classified as a 'hands-on', at will, exempt administrative position. Emergency Services Responsible for ensuring that the City is prepared to respond to, mitigate, and recover from all emergencies or disasters in the City and surrounding area. This includes developing and maintaining emergency response plans; designing and facilitating trainings, drills and exercises in coordination with employees, volunteers and first responders; coordinating program activities with non-profit organizations, private industry, community members at-large and other government agencies; and providing highly technical support to the City Manager. Volunteer Services Responsible for collaborating with internal departments and external agencies in the recruitment, engagement, recognition and support of volunteers. This includes coordinating volunteer engagement opportunities, expanding volunteer opportunities to enhance municipal services; assisting employees in the identification of productive and creative volunteer roles; maintaining accurate records to provide tracking and statistical data on volunteer engagement and impact; and maintaining up-to-date knowledge of tourism related activities Neighborhood and Community Outreach Coordinate/carryout neighborhood and outreach programs and services for the City conducting public assistance and relations concerning all City services. SUPERVISION RECEIVED AND EXERCISED * Direct supervision is provided by the City Manager and/or his designee. * May exercise direct supervision over assigned clerical personnel. EXAMPLE OF DUTIES Emergency Services functions may include, but are not limited to, the following: * Lead, oversee and coordinate emergency services activities. * Plan, develop, and implement comprehensive plans, protocols, and guides to support City emergency preparedness efforts and activities spanning all phases of emergency management (i.e., Preparedness, Response, Recovery, and Mitigation); * Coordinate all aspects of the City's Community Preparedness & Engagement Program by providing residents with preparedness and response education and resources through presentations, community events and other public outreach; * Ensure the readiness of the City's Emergency Operations Center and associated personnel; * Coordinate all aspects of the Community Emergency Response Team (CERT) Program, which includes offering trainings in English and Spanish; * Conduct hazard assessments and develop mitigation plans; * Plan and facilitate trainings, drills and exercises in coordination with employees, volunteers, first responders and other stakeholders; * Coordinate telecommunications and critical infrastructure needs to ensure readiness in the event of an emergency; * Research, prepare and oversee grants related to emergency preparedness, response and mitigation projects; * Prepare and make presentations to diverse audiences, including employees, volunteers, elected officials and community organizations; * Interpret and maintain up-to-date data and knowledge of federal, state, and local laws and regulations related to emergency management; * Represent the City on various committees and at other meetings related to emergency management; * Act as the liaison between the City and emergency management agencies, organizations, and groups on all program matters; * Participate in the preparation and writing of City Council staff reports; * Build and maintain positive working relationships with co-workers, other employees, and the public using principles of good customer service; * Perform other related duties as assigned. Volunteer Services functions may include, but are not limited to, the following: * Plan, develop, and implement strategy for collaborating with internal departments and external agencies in the recruitment, engagement, recognition and support of volunteers. * Draft and implement volunteer risk management materials, including volunteer handbooks/manuals, volunteer applications, and liability and waiver forms; * Oversee all aspects of the City's HOST Program, which includes facilitating Steering Committee meetings; recruiting, training, scheduling and supervising volunteers; managing the Visitor's Kiosk; and maintaining up-to-date knowledge of tourism related activities; * Develop a reliable and varied skilled network of human resources to support the delivery of volunteer services to the community and provide opportunities for all segments of the community to participate in local government; * Work with Department Directors to conduct volunteer needs assessments, identify volunteer resources to augment municipal services, and draft volunteer position descriptions; * Utilize computer databases, as well as other data management tools, to organize, maintain and monitor volunteer rosters, contact information, assignments, position descriptions, and current volunteer opportunities; * Maintain accurate records to provide tracking and statistical data on volunteer engagement and impact; * Coordinate all aspects of the City's volunteer recognition program; * Promote volunteerism in the community by bringing visibility to and engaging community members in City programs and services; * Develop and facilitate orientations and trainings for new and returning volunteers; * Oversee and support the progress of volunteers; maintain level of training necessary to meet established standards; * Develop informative signs, maps, brochures, etc. to enhance the visitor experience in Carpinteria; * Perform other related duties as assigned. Neighborhood and Community Outreach Services functions may include, but not limited to, the following: * Assist in the promotion and coordination of neighborhood and outreach service planning. Provide information and assistance to the public; provide assistance to individual agency representatives, and community groups developing neighborhood service programs and/or fund raising proposals. * Promote community dialogue and neighborhood voice. Serve as a liaison between community groups and government agencies; receive, investigate and analyze opportunities and complaints or grievances; prepare documentation and develop solutions or course of action. * Organize, direct and participate in work related to local government/civic education, information and referrals for improved community relations, including but not limited to implementation of racial equity and social justice initiatives. * Conduct surveys and research; prepare and present reports and recommendations; design and conduct assessments to determine the nature and extent of community service needs; develop and implement plans and objectives to meet community service needs. * Prepare analytical and statistical reports on operations and activities. * Coordinate marketing and publicity of program events with department, outside agencies and organizations; assist in preparation of brochures, newsletters, press release and related public relations materials. * Support the City's public relations function including but not limited to drafting written communications suitable for use as press releases, talking points, and/or social media posts. * Organize, direct and participate in work related to the City's Economic Vitality program to support local businesses and the economy. MINIMUM QUALIFICATIONS Knowledge of: * Project and program management methodologies and organizational management. * Principles and practices of effective people management. * Organizational, financial, and operational analysis. * Public social service programs within the community * Basic mediation techniques. * Public relations practices and techniques. * Principles of business letter writing and report preparation. * Principles and procedures of record keeping. * Promote neighborhood and outreach activities * Training techniques. * A variety of technological tools, including computers and computer programs (Word, Excel, PowerPoint), office equipment, cell phones, handheld radios, etc. * Basic record keeping principles and procedures. * Clear and concise oral and written communication. * All phases of emergency management (mitigation, preparedness, response, and recovery) and principles of emergency management. * Local government and the interrelationships, responsibilities, goals and functions of local, state and federal governments related to emergency management. * Principals of planning, developing, and organizing public services. * Federal and State policies and plans for emergency management, including SEMS and NIMS. * Methods and techniques in disaster preparedness training, project management, and strategic planning. * Volunteer administration principles and practices, including recruitment, retention, recognition, supervision and risk management. Ability to: * Exercise independent judgment and initiative in organizing and prioritizing work schedule. * Organize, implement, supervise and evaluate a variety of programs and activities. * Build and maintain good working relationships with staff, stakeholders, and partners; facilitate internal and external teams; and work closely with internal and external leadership regarding project development and implementation. * Read and synthesize information from reports and federal guidance and apply at a local level. * Track and organize multiple elements of a time sensitive project with competing priorities and deadlines. * Prepare and deliver logical summaries and conclusions related to organizational, planning, budgeting, and other advice. * Develop plans, policies, procedures, planning tools, presentations, and reports. * Make oral presentations to a variety of groups, including the general public, schools, community, elected officials, City departments, and employee groups. * Direct the work of others in order to achieve project deliverables in a limited timeframe. * Work collaboratively with a team, working under deadlines. * Communicate clearly and concisely, both orally and in writing. * Perform assigned duties with speed and accuracy. * Learn new computer programs. * Work a flexible schedule. * Maintain confidential data and information. * Position requires comprehensive computer skills, analytical and organizational skills. Preferred Qualifications: * Bachelor's Degree in business administration, public administration, emergency management, or related field. Experience can be substituted for education on a year-for-year basis. Required Qualifications: * Ability to fluently speak English and Spanish. EXPERIENCE AND TRAINING Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be in one or more of the following: Emergency Services * Two or more years of full-time experience in developing emergency plans, procedures and training programs for a local, state or federal emergency management programs. Volunteer Services * Two or more years of full-time experience in volunteer administration, including the development, implementation and oversight of volunteer recruitment, retention, recognition, supervision, placement, and training. Neighborhood and Community Outreach * Two or more years of responsible experience working in neighborhood service programs. LICENSE AND/OR CERTIFICATE * Possession of or the ability to obtain a valid California driver's license. Must have good driving record. WORKING CONDITIONS Environmental Conditions * Extensive contact with general public. * Flexible work hours, including evening and weekends. * Office and field environment. * May travel from site to site with exposure to a variety of inclement weather conditions. * May experience periodic traffic noise, dirt, and vehicle fumes. * Exposure to computer screens. Physical Conditions Essential functions may require: * Maintaining physical condition necessary for frequent sitting, standing, walking, and moderate to light lifting (20+lbs). * Use of computer and office equipment. * Near visual acuity to prepare and review correspondence and other documents. * Close working environment with other people THE COMMUNITY Incorporated in 1965, the City of Carpinteria (pop 14,000+) is an inviting seaside community with an abundance of natural beauty and small town charm. Located in Santa Barbara County adjacent to Highway 101, the City is located 12 miles south of Santa Barbara, CA, 12 miles north of Ventura, CA, and 80 miles north of Los Angeles, CA. Situated between the mountains and the coast, residents and visitors enjoy over 275 days of sunshine a year and average daytime temperature between 68-80 degrees. Carpinteria is an outdoor enthusiast's playground. Rincon Point is recognized as one of the finest surfing spots in the world. Beautiful beaches, a community swimming pool and picturesque parks and trails provide activities for every interest. PROCESS: APPLICATION EVALUATION - qualifying: All applications will be reviewed to determine whether or not the stated requirements are met. Those individuals meeting the stated requirements will be invited to continue to the next step in the examination process. CLOSING DATE: This is a continuous recruitment and may close at any time; therefore, the schedule for the remainder of the process will depend upon when a sufficient number of qualified applications are received to meet business needs. Prompt application submission is encouraged. FIRST REVIEW OF APPLICATIONS: May 5, 2021. Subsequent application review may be conducted to establish a viable pool of candidates. Reviews will be on a weekly basis thereafter. Employment Information: Right to Work: Before employment, candidates must submit documentation verifying their legal right to work in the United States. Background Check: A pre-employment verification of background, references, and medical examination will be conducted. A drug screening may be required for some positions. Applicants for positions using a City vehicle may be required to submit a DMV report. The Program Manager salary is $61,942.90 - $85,173.27 annually, depending on experience, plus a robust benefits package including: * CalPERS Retirement: 2% @ 55 for Classic CalPERS participants (employee cost share is 8%) and 2% @ 62 for PEPRA CalPERS participants (employee cost share is 6.5%). The City does not participate in Social Security. * Health Insurance: City provides the majority of health insurance annual premium under the CalPERS for eligible employees (and eligible dependents) or retiree. * Dental Insurance: City provides a dental plan with Guardian Insurance with 100% of the premium paid by the City for employees and their eligible dependents. * Cafeteria Allowance: An allowance of $1,258 per calendar year is provided by the City. Employees can use the allowance for medical, vision, Voluntary Supplemental Life Insurance, and other supplemental benefits. * Leave Accrual: Annual leave is accrued based on years of service. In place of separate leave accrual for vacation, sick leave, floating holidays, and administrative leave, each employee is granted an all-inclusive comprehensive leave bank that includes all leave benefits. Employees have the option to cash out up to 80 hours of unused leave annually. * Holidays: City observes 12 paid legal holidays each year. * Flexible Schedule: City employees have the option of flexible scheduling which allows them to work a 9/80 schedule with a designated Monday or Friday off in each two-week work period subject to the needs of the department as determined by the City Manager. * Deferred Compensation Program: available * Life Insurance: The City maintains a Group Life and Accidental Death and Dismemberment insurance policy for Management employees with 100% of the premium paid by the City. * Short and Long-term Disability Insurance: City provides Group Short and Long-term disability insurance plan for eligible full-time employees. * Special Pay: Employees classified as Management are eligible for a special pay benefit that provides for reimbursement of an amount equal to the payroll deduction of employee-paid contributions to SDI and the amount equal to the employee contribution of 1.45% of gross wages for coverage under the Medicare portion only of the federally administered Social Security Program. * Additional Benefits Include: Employee Assistance Program, Fitness benefit allowance, voluntary vision insurance, accident, cancer, and critical illness voluntary coverage through AFLAC and Transamerica, plus other benefits.

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