Preparedness Coordinator (Extra-Help)

The Oxnard Fire Department, Emergency Services Division, is searching for an Extra Help Preparedness Coordinator. This position supports the Emergency Manager by conducting community presentations, engaging in outreach events, and providing bilingual (English and Spanish) educational materials to enhance community preparedness and resilience. This role involves interacting with diverse audiences, distributing information, and fostering strong community relationships to improve awareness and participation in emergency preparedness programs. WHAT YOU'LL DO:

• Deliver engaging emergency preparedness presentations in both English and Spanish to a wide range of audiences, including schools, neighborhood groups, and local organizations.
• Represent the City at community events by staffing outreach booths, sharing resources, and answering questions related to emergency preparedness.
• Develop and translate culturally relevant outreach materials to ensure accessibility for Spanish-speaking residents.
• Provide administrative and logistical support to the Emergency Manager, including answering phone calls, assisting with inventory management, tracking outreach activities, maintaining program records, and helping coordinate events and trainings.
• Monitor and document community participation, feedback, and program impact to support program evaluation and reporting.
• Perform other related duties as assigned., This classification is distinguished from the Administrative Services Specialist, Senior in that it provides complex and advanced administrative support to the City's top executives and/or elected officials; performs paraprofessional management analysis work; or supervises an administrative or fiscal support unit of non-exempt employees. SUPERVISION EXERCISED/ SUPERVISION RECEIVED: Incumbents may serve as a lead worker, assigning work and monitoring work completion; or may supervise paraprofessional and support level staff. Receives general supervision on routine items which are performed according to established standards and procedures and receives specific work instruction regarding non-routine matters and deadlines. EXAMPLE OF DUTIES

(This class specification represents only the core areas of responsibilities; specific position assignments will vary depending on the needs of the Department.)

• Provides complex administrative support, assists in providing management analysis work and/or oversees administrative or fiscal support operations of assigned unit. May serve as a lead worker, assigning work and monitoring work completion; or may supervise staff.
• Oversees and provides support in the review, analysis and processing of transactions related to assignment area.
• Reviews and resolves issues and complaints; facilitates collaborative efforts and effective resource utilization; interfaces with internal and external stakeholders to provide quality service and support related to assigned area.
• Performs research, gathers pertinent information, tracks and analyzes data, and prepares reports and documents; may prepare agenda items; maintains financial and business reports; assists with procuring goods and services; monitors, maintains and reviews operating expenses, account assignments and/or budget reporting.
• Maintains and oversees the maintenance of databases, website content, files, records and/or departmental documentation; ensures adherence with records retention policies and procedures.
• Performs other duties of a similar nature and level as assigned., Positions assigned to administrative support may be responsible for:
• Researching, collecting and compiling data;
• Performing basic statistical analyses;
• Overseeing office purchasing processes;
• Participating in the RFP process;
• Performing administrative support including calendaring, arranging travel, filing and managing correspondence;
• Performing financial transaction processing including monitoring budget activity;
• Serving as the first point of contact and representative of an area or function on behalf of an executive.

Positions assigned to management analysis/program administration may be responsible for:

• Coordinating the administrative, procedural and logistical aspects of programs and projects to assist higher level staff, supervisors or managers;
• Serving as a liaison to functions outside of the assigned department and/or to boards/committees;
• Processing transactions regarding department/work unit payroll, accounts payable/receivable, purchase orders and requisitions, invoices, contracts and personnel forms;
• Serving as the primary point of contact for information dissemination and data gathering;
• Preparing newsletters and marketing materials;
• Providing program-related community education outreach;
• Assisting with the development and editing of policies and procedures;
• Coordinating program functions and events;
• Providing technical assistance and training., For most positions, the City of Oxnard relies on office automation (Microsoft Office/Google) and web-based enabled tools, therefore candidates must be proficient and comfortable with computer use to perform functions associated with on-going work. Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all positions.

Employees are required to participate in the City's direct deposit plan and are paid on a bi-weekly basis.

Pursuant to California Government Code Section 3100, all public employees are required to serve as disaster service workers subject to such disaster service activities as may be assigned to them., The City of Oxnard makes reasonable accommodation for individuals/people with disabilities. If you believe you require special arrangements to participate in the testing process, you must inform the Human Resources Department in writing no later than the filing date. Applicants who request such accommodation must document their request with an explanation of the type and extent of accommodation required.

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