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4.5. SR 04-07-2014 City of Elk Request for Action River To Item Number Mayor and City Council 4.5 Agenda Section Meeting Date Prepared by Consent Aril 7, 2014 T.John Cunningham,Fire Chief Item Description Reviewed by Deputy Chief Position Description Lauren Wipper, Human Resource Representative Reviewed by Calvin Portner, City Administrator Action Requested Approve,by motion,the position description for the Deputy Chief of Operations. Background/Discussion Included in the 2014 budget is the creation of a supervisory position within the Fire Department to oversee day-to-day emergency response operations and to serve as a deputy emergency management director. The deputy chief of operations, as well as the creation of a new organizational structure within the Fire Department,was recommended as part of the 2013-2017 Strategic Plan. The new organizational structure is designed to enhance organizational efficiency, span-of-control, and to provide better leadership/accountability throughout the department. The attached position description was benchmarked against other similar management/command level Fire Department positions,including what would be considered a "reasonable" residency requirement based on response time,which is allowed by Minnesota statute. With the implementation of the duty officer program,which is in place on nights and weekends, a ranking Fire Department on-call officer responds directly to the scene upon a call being dispatched. As such,it is reasonable to expect that senior exempt command staff positions would respond to significant events after-hours,which was the basis for the response time requirement. Pending Council approval, the position will be posted at a later date with the intent on a July 1 start date. Financial Impact This position is included in the 2014 budget,with a start date of July 1. It has been classified in pay grade 13. Attachments ■ Position Description P a w E A E U s r NaA f RE] City of Elk River ity of C1 ,, Deputy Chief of Operations River Position Description Department: Immediate Supervisor: Fire Fire Chief Pay Grade: FLSA Status: Last Updated: (date) 13 Exempt 3/2014 Positions Supervised: Fire Captain,Fire Lieutenant,Firefighter Position Summary The Deputy Chief of Operations performs a variety of supervisory,technical, and administrative work in the supervision and administration of the fire department's Operations Division,including overseeing and directing the operational firefighting force,and assisting in developing and recommending departmental policy and planning activities. Provides command and/or coordination of activities on emergency scenes as well as in the multi-station workplace environment. Serves as a deputy director of emergency management. Essential Functions 1. Performs fire suppression and emergency response activities. A. Formulates response strategies in accordance with predetermined standards; determines the nature of the incident and facilitates the plan of action; assigns staff to specific tasks. B. Fills incident management roles as necessary, as assigned, and/or as required/outlined by department policies or procedures at fire,medical,hazardous materials, technical rescue and/or large scale emergencies until relieved by a higher command authority. C. Performs structure and wild land fire suppression,ventilation,rescue, salvage, overhaul, extrication, emergency medical support,hazardous materials response and other emergency response functions. D. Responds to hazardous material emergencies;identifies potential hazardous materials situation; determines strategy for dealing with incident; follows evacuation procedures,including the proper handling of contaminated patients; supports mitigation and decontamination activities. E. Performs rescue efforts and determines tactics to use while ensuring the safety of all rescue personnel and observers;participates in search operations and enters hazardous environments; administers appropriate techniques to accomplish rescue. F. Manages, directs,leads, supervises and coordinates special programs, teams and functions assigned under the operations division. G. Assures the investigation of all fires as outlined by department policy and state statute. H. Maintains department in a continual state of readiness in order to effectively deal with emergencies. Page 1 2. Performs various supervisory and administrative duties. A. Supervises employees through the chain of command; supervisory duties include instructing, assigning, reviewing, and planning work of others;maintaining standards; coordinating activities; allocating personnel;assists in the selection of new employees and recommending employees for promotion;acting on employee problems; recommending and/or carrying out employee discipline. B. Reviews the work of employees for completeness and accuracy; evaluates and makes recommendations as appropriate; offers advice and assistance as needed. C. Conducts internal investigations and handles complaints of members of the public. Maintains appropriate liaison relationship with human resources and other pertinent departments and reports results to the Fire Chief. D. Receives and reviews a variety of reports and documents,which may include incident reports,personnel action forms, attendance records,maintenance reports, accident and injury reports, training reports, expenditure reports,performance evaluations, etc. E. Prepares and/or processes a variety of documents,including incident reports, schedules, directives,work orders,purchase orders,requisitions,performance evaluations, budget documents,personnel action forms, statistical reports, maintenance reports,inventory records, and various other records,reports,memos, and correspondence. F. Provides staff assistance to the Fire Chief;prepares and presents a variety of reports and makes presentations verbally and in writing concerning activities of the operations division to the City Council,public commissions, other governmental agencies, or community groups. G. Prepares the operations division's budget and makes recommendations for capital improvement projects and purchases. H. Researches and identifies new government, corporate, foundation, and private grant opportunities;writes and manages grants. 3. Assists with strategic planning. A. Continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors work load, administrative and support systems,and internal reporting relationships;identifies opportunities for improvement and reviews with the Fire Chief; directs the implementation of improvements, activities and programs within the operations division. B. Participates in the development and implementation of goals, objectives and initiatives for the department. C. Participates in the department's short and long range planning processes. 4. Manages department's operational policies and procedures. A. Assists in drafting and implementing policy and emergency response guidelines for the operations division. B. Monitors, evaluates, and makes recommendations on existing policies,guidelines and programs;monitors performance of employees to ensure compliance with applicable city and department policies,procedures and guidelines. 5. Assists with emergency management duties. A. Serves as a deputy director of emergency management. B. Assists with maintaining the city's Emergency Operations Plan. C. Assists with maintaining the city's Emergency Resource Manual. Page 2 x4.5 at Deputy Chief of Operations D. Assists with the maintenance and monitoring of the city's emergency notification systems. E. Develops and cultivates relationships with other emergency response entities,private sector partners and community leaders. 6. Manages department's technology needs. A. Supervises the upkeep and maintenance of the department's records management system. B. Continuously evaluates the department's technology and computer needs,including integrating with other systems and the sharing of information between other entities; makes recommendations to the Fire Chief on future technology purchases. 7. Assists with fire prevention, education and code enforcement. A. Works closely with the division of fire and building safety on identifying potential hazards within the city. B. Working with the Division of Fire&Building Safety and other public safety partners, ensures that occupancy,pre-plan, contact and other information is current and updated in the department's records management system. 8. Performs communications activities. A. In the absence of, or directed by,the Fire Chief, serves as the department's public information officer (PIO). B. Represents the department and/or the Fire Chief at various meetings of boards, community groups or public gatherings. 9. Performs other essential job duties. A. Performs other duties as assigned. B. Regular and timely work attendance. C. Follows all safety procedures. D. Follows all city and department policies,procedures and guidelines. E. Participates in required training and maintains appropriate licenses. F. Perform other related and assigned duties as required. Required Knowledge, Skills, and Abilities ❑ Knowledge of the principles of municipal fire service administration including suppression, rescue, and emergency management. ❑ Knowledge of the principles and practices of public administration as applied to a combination fire department,which consists of on-call and full-time firefighters. ❑ Knowledge of fire and rescue apparatus and equipment including the development of specifications, maintenance policies and operational procedures. ❑ Knowledge of public education principles, methods,instructional techniques, and practices. ❑ Skilled in commanding emergency incidents, directing overall tactics and strategy including fire suppression,rescue,hazardous materials and other related emergency incidents. ❑ Skill in written and oral communication, conflict resolution and group presentation. ❑ Skilled in organization and planning. ❑ Skilled in word processing, database management, spreadsheet applications,presentation software, and general computer operation. ❑ Ability to make difficult decisions involving the safety of others and the protection of property. ❑ Ability to establish and maintain effective working relationships with supervisors, employees, Page 3 x4.5 at Deputy Chief of Operations associates, officers, officials and the public. ❑ Ability to speak in front of large and small groups of all ages, both genders, and diverse socio-economic backgrounds. ❑ Ability to prepare and implement budgets. ❑ Ability to prepare technical reports and present reports to the Fire Chief, city staff and/or City Council. ❑ Ability to work independently and work a flexible schedule including evenings and weekends. Minimum Qualifications ❑ Graduation from a college or university with an associate's degree in fire science,public administration,public safety or a closely related field. ❑ Seven years training and experience with a fire department, five years of which must have been equivalent to fire captain or higher. ❑ Licensed by the State as a firefighter, or ability to obtain license at the time of appointment. ❑ Minnesota State certified NFPA 1001 Firefighter II,NFPA 472 Hazardous Materials Operations,NFPA 1041 Fire Instructor I and NFPA 1021 Fire Officer I. ❑ Minnesota State certified NFPA 1041 Fire Instructor II and NFPA 1021 Fire Officer II within two years of appointment. ❑ Minnesota State certified First Responder,Emergency Medical Technician (EMT) preferred. ❑ Completed the National Fire Academy's Incident Safety Officer program. ❑ Completed the following National Incident Management System (NIMS) courses: IS 100, IS 200, IS 700 and IS 800. ❑ Complete,within two years of appointment,IS 300 and IS 400. ❑ Must live within a 25 minute drive of any Elk River fire station within six months of appointment. ❑ Valid Minnesota driver's license and good driving record. Preferred Qualifications ❑ Graduation from a college or university with a bachelor's degree in fire science,public administration,public safety or a closely related field. ❑ Certified emergency manager. This Position Description is not intended to be all-inclusive. It is within the City of Elk River's discretion to assign additional duties and responsibilities or remove duties and responsibilities at any time. This Position Description does not constitute a Contract of Employment. Page 4 x4.5 at Deputy Chief of Operations