Emergency Management Administrator

6 months ago

Dartmouth, Canada Halifax Regional Municipality Full time

**Job Posting**
- Reporting to the Director of Emergency Management, the Emergency Management (EM) Administrator will administer the Voluntary Vulnerable Persons Registry (VVPR) and the hfxALERT, the municipality’s mass notification system for informing residents about emergencies. The EM administrator will need to establish the VPRR and subsequent timelines and contact methods that would work for each individual registered and determine suitability for the registry. As the administer for hfxALERT, they will need to establish lists for vulnerable persons, including additional notification lists as required, to ensure awareness of and increased utilization of the system.
- Responsibilities will also include administrative coordination for the Office, including support for the department during the activation of the Emergency Operations Centre (EOC); this will require extended shifts and possible overnights at the EOC, as well as taking minutes for the EOC Director, CAO, senior staff and Mayor and Councillors in support of emergency operations.
- This position requires discretion and a commitment to respecting confidentiality, an ability to work independently, demonstrated ability in handling situations of a complex and sensitive nature while providing strong customer service, attention to detail, and a high level of political acuity.**DUTIES AND RESPONSIBILITIES**:
**Volunteer Vulnerable Person Registry (VPRR)**
- Establish the VPRR registry system on the approved IT platform, including public education provision, and hfxALERT contact list updates.
- Provide support to communities and first responding agencies such as Emergency Health Services, Halifax Fire, Department of Community Services, etc. where needed; interview potential applicants for the registry and determine suitability.
- Establish regular contact methods with each individual based on their needs assessment.
- Provides statistics and data for Senior staff and Council on the use of the system.
- Coordinate with municipal and provincial contact centers, 311 and 211, to provide information on how to assist members of the public, and interested communities, with registration.
- Financial administration, including processing invoices, monitoring expenditures, and assisting with budget related activities.

**hfxALERT Administrator**
- Be the organization administrator (super user role) to create, edit, delete and enable/disable users beneath the organization administrator role. Will include message content and contacts, enabling mobile website, create, edit, and delete messages, manage public private incident zones, launch, and manage incidents during emergencies, upload and manage all contacts.
- Responsible for the creation of a communications and outreach plan for the municipality to increase citizen sign up.
- Produce statistics for the use of internal and external contacts.
- Respond to internal and external inquiries regarding status and process for the system by phone or electronic communication.

**Administration**
- Takes meeting minutes as required during emergency events and related strategy meetings regarding resource requirements, staffing issues, legal decisions and meeting with Mayor and Council for emergency approval items.
- Responsible for ensuring accurate payroll time sheets; vendor invoices, and training records.
- Performs general office duties such as photocopying, reception, arranging courier services, booking meeting rooms, placing service calls for equipment, ordering office equipment and supplies.
- Performs research activities, records retrieval, and provides requested documents to internal and external clients.
- Maintains a working knowledge of provincial/municipal legislation and regulations having relevance to the Emergency Management office.
- Maintains a high-level of political acuity, discretion, sound judgement, tact, and a high degree of confidentiality when dealing with citizens, administrative and politically sensitive matters.
- Performs other duties as assigned, and/or special projects in support of the Emergency Management Office.

**QUALIFICATIONS**

**Education and Experience**:

- Grade 12 and a business diploma;
- Three years’ related experience;
- Expertise in use of computers and related software (i.e., Microsoft Office Suite, Windows Operating System, and Adobe Acrobat);
- Demonstrated experience and the required skills to communicate and interact with a wide cross section of staff, elected officials, and the general public;
- Demonstrated ability to exercise sound judgment and discretion in all situations;
- Demonstrated experience in web management and posting.

**Technical / Job Specific Knowledge and Abilities**:

- Ability to respect confidentiality;
- Excellent organizational, time management, and problem-solving skills with the ability to coordinate multiple tasks efficiently;
- Strong attention to detail with demonstrated ability to accurately edit and proof-read.
- Must be able to deal eff

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