Description

The recruitment has been reopened. Applicants that previously applied do not need to reapply.

This position is project and anticipated to last 24 months. Extensions beyond this term are possible, dependent on project funding.

The Washington Emergency Management Division (EMD) is seeking a talented, energetic, positive, and motivated Emergency Operations Center Documentation Unit Leader that will perform senior professional level emergency management and coordination support for the State Emergency Operation Center (SEOC).

This unit is responsible for managing all documentation associated with each incident, which is a mission critical function in order to carry out proper response and demobilization functions, ensure compliance with state and federal records retention and information protection requirements, support requests for federal reimbursement for disaster costs which cannot be obtained without complete and accurate documentation, address claims and compensation for insurance and/or workers compensation, address lawsuits related to incident impacts or response actions, and archive response actions and lessons learned for later reference.

This is a civilian position and does not require military service affiliation.

Emergency Management Division
As part of the Military Department, the Emergency Management Division (EMD) leads and coordinates mitigation, preparedness, response, and recovery in Washington State to minimize the impact of disasters and emergencies on the people, property, environment, and economy.

About the Washington Military Department
Protecting people is our passion. At the Washington Military Department, we combine our unique talents to create safer communities and ensure our neighbors and loved ones can recover from whatever emergency might arise. Our agency unites civilian employees with members of the Washington National Guard, creating a team that is deeply committed to public service. We go home at night knowing that our day-to-day work supports activities that truly make a difference. Whether that's partnering with our communities to prepare for a disaster, leading an emergency response, hiring top-notch talent or supporting at-risk kids at our Washington Youth Academy - the Washington Military Department seeks to safeguard our way of life and those that call Washington home.

To learn more about the Washington Military Department, please visit www.mil.wa.gov

In addition to job fulfillment, the Washington Military Department offers an excellent benefits package which includes exceptional health care coverage, a retirement savings plan and job training opportunities.

Duties

Responsibilities include:

• 
  Establishes, communicates, and operationalizes standards for production, maintenance, and organization of incident documentation for all SEOC activations and in partnership with all SEOC personnel.
• Under the direction of the Response Section Manager and State EOC Supervisor, manages the SEOC Standard Operating Procedures (SOPs) including serving as project manager to plan, organize, track, and account for updates and changes to SOPs to implement lessons learned from previous incidents and exercises, working with the SEOC Workgroup and all relevant SEOC staff.
• Establishes and communicates documentation requirements for all organizational elements of the SEOC for use in the Incident Action Plan (IAP) to all SEOC staff. Ensures that all SEOC staff comply with incident documentation standards and requirements.
• Ensures that all documents and products released through the SEOC meet or exceed accessibility requirements and standards specified in the Americans with Disabilities Act (ADA) and other relevant state and federal law and rule, Department policy, and other relevant regulations.
• Develops and implements incident documentation standards for the SEOC in partnership with the Military Department records management and finance officials, ensuring that incident documentation from each SEOC activation is stored and retained in accordance with relevant retention standards, and in a manner which meets state audit requirements and federal agency reimbursement requirements.
• Develops and implements a standard, streamlined incident documentation system and process for the SEOC to use for all activations and exercises.
• Maintains accurate, comprehensive, and up to date incident documentation for every incident, including all supporting documentation needed to support claims for federal reimbursement.
• Releases incident documents as requested and as required or provided for by law.
• Supports the Planning Section Chief with development and production of the IAP.
• Organizes incident files and assemble the final incident documentation package, including the final incident narrative.
• Provides or supervises duplication and printing service support for the SEOC as needed.
• Ensures the completion of comprehensive incident demobilization and close-out activities.

Qualifications

REQUIRED QUALIFICATIONS

Two years of experience as an Emergency Management Program Specialist 2;

OR

A Bachelor’s degree AND four years of professional level experience in emergency management, public safety (law enforcement, firefighting, emergency medical services, search and rescue, hazardous materials), risk management, public works/engineering, managing critical infrastructure sector emergency functions (transportation systems, telecommunications, energy, water and wastewater systems, government facilities, nuclear facilities and materials, food and agriculture), financial management (grant, contracting, claims management, budgeting), training/education, public information/affairs, program/project management, environmental analysis/planning, legislative affairs, and/or urban planning.

Additional qualifying experience will substitute, year for year, for the education requirement. A Master's degree or Ph.D. degree will substitute for one year of the experience requirement.

DESIRED QUALIFICATIONS

Knowledge of:

• National Incident Management System (NIMS).
• Incident Command System (ICS).
• Washington State public records retention and disclosure standards and requirements.
• State and federal accessibility requirements including but not limited to those required through the Americans with Disabilities Act (ADA).

Experience:

• Developing, implementing, and/or enforcing adherence to requirements for the production, organization, naming, altering, disclosing, and/or archiving government records.
• Managing large and/or complex repositories of records including hard and soft copy documents, photo, video, and/or audio.
• Using Adobe and Microsoft software as an advanced to expert-level user to produce effective and visually attractive informational documents which are fully accessible to people with visual impairment and other access needs.

Skills and Abilities to:

• Manage short- and long-term projects involving many individuals performing work on numerous requirements.
• Understand, interpret, apply, and communicate complex and evolving policy requirements at the federal, state, and local levels.
• Use Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams, and SharePoint) and Adobe Acrobat to develop documents in support of program objectives.

Supplemental Information

Compensation: Wage/salary depends on qualifications or rules of promotion.

CONDITIONS OF EMPLOYMENT

COVID-19 VACCINATION: Per Governor Inslee's Proclamation 21-14 employees of Washington Military Department must be fully vaccinated against COVID-19 as a condition of employment. An offer of employment to the successful candidate is contingent upon providing verification of vaccine status, having an approved medical accommodation, or having an approved religious accommodation. (Accommodations will be subject to approval based on the essential functions required of the position.) For accommodation information, email accomodations@mil.wa.gov.

Background Investigation: Must successfully complete the appropriate background checks required for employment. Must be willing to sign releases of information and shall not have access to any investigative materials and files. The processing of background checks can take up to six months post-employment. Failure to successfully pass a background check may be cause for termination.

Union Shop Provision: This position is covered by a union shop provision - Washington Federation of State Employees.

Driver's License:

• Valid to drive in the State of Washington.
• Must meet requirements of the REAL ID Act. This is required for base access and will be required upon hire.

Military Facility: Willingness to work on a Military Controlled Access Installation.
Work Hours : A choice between a Tuesday through Friday (4/10 schedule): Monday through Thursday (4/10 schedule): or Monday through Friday (5/8 schedule). Actual hours will start no earlier than 6:00 am and end no later than 6:00 pm, and will include core business hours of 8:00 am to 4:00 pm.

Telework: This position is eligible for telework. The incumbent will work with their supervisor to identify an appropriate work schedule and balance between remote and in person work based on operational need and employee preference. Reporting to the workstation for work activities or participating in-person meetings will be needed.

Emergency Assignment: Upon activation of the State Emergency Operations Center (SEOC) or Joint Field Office (JFO), incumbent may be required to work in an alternate location with rotating shifts, including weekends and evenings, in a highly stressful and fast-paced environment.

Travel: Occasional statewide travel may be required up to 10% to include overnight stays.

Application Process

Individuals interested in applying for this position should select the "Apply" button and submit the following:

• A current state application profile, and
• Responses to the Supplemental Questions (Note that your responses to the supplemental questions will be used for interview selection), and
• Cover Letter (no more than two pages), and
• Resume, and
• A list of three professional references. Please include at least two past/current supervisors, one peer and subordinate if applicable. For each reference include the following:

• Name
• Professional Title
• Working Relationship
• Daytime Phone Number
• Email Address

** A resume will not substitute for completing the "work experience" section of the application.

The information provided in your application must support your supplemental questionnaire responses. Responses not supported in your application and those referring to "see resume" will disqualify you for consideration of employment from this recruitment.

This recruitment may be utilized to fill additional EMPS 3 vacancies for an additional 60 days after the recruitment closing date.

If you have questions about the application process or this recruitment, please email Mistina Venesky at mistina.venesky@mil.wa.gov

The Washington Military Department is an equal opportunity employer. We value the importance of creating an environment in which all employees can feel respected, included, and empowered to bring unique ideas to the agency. Our diversity and inclusion efforts include embracing different cultures, backgrounds and viewpoints while fostering growth and advancement in the workplace. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, disabled and Vietnam era veterans, as well as people of all sexual orientations and gender identities are encouraged to apply. Persons with disabilities and/or limited English proficiency needing assistance in the application process, or those needing this job announcement in an alternative format may contact the Recruitment Section of State Human Resources at: Email: mistina.venesky@mil.wa.gov, Call: (253) 512-7389, or 711.