**NOTE: This is an Internal Only position for current Skagit County Employees

Responsible for registration of SAR volunteers, submitting requests for SAR training mission numbers, submitting injury and property damage claims of volunteers to State Emergency Management, and submission of other required documentation to the State. Works with the Skagit County Sheriff’s Office SAR deputies as necessary.

Serves as the DEM and Sheriff’s Office Liaison to the SAR Council. Attends all SAR Council Meetings in order to pass on requirements/direction from the Sheriff’s Office or DEM to the Council, and to bring back info/requests from the SAR Council to DEM and/or the SAR Sergeants of the Sheriff Office.

Performs Sheriff’s Office SAR Program secretarial duties, which include attendance at SAR Council and individual unit meetings, maintenance of all associated files, mail distribution, and the preparation of meeting agendas and minutes.

Develops and maintains a system to schedule, track, and ensure compliance with SAR training requirements for SAR units and individual volunteers. Develops a uniform method to document the training standards for all SAR units.

Creates and maintains a logistics section for Skagit County SAR to include food services, communications, transportation, records/documentation, information technology support, communications, and other related logistics requirements as needed.

Develops and maintains a system to track and conduct an annual audit of all SAR equipment.

Develops and maintains a system to coordinate, schedule and facilitate the maintenance for all SAR equipment and vehicles.

Develops and maintains a uniform roster of all SAR units and the individual capabilities of all certified SAR volunteers.

Develops and implements different methods to recruit new volunteers.

Answers telephone inquiries and provides preparedness and event information or advice to assist both the public and other government agencies on matters related to the department.

Responsible for internal and external communications, service to the public and building relationships with key stakeholders.

Initiates and distributes correspondence, records, reports, and other documents as directed.

Attends various Emergency Management-related meetings. Assists the Director and other office staff in preparing documents for meetings, briefings, testimonies, seminars, etc. May need to transcribe and draft minutes of Emergency Management-hosted meetings, briefings, exercises, or training events for Director approval.

Participates in public education activities. Identifies opportunities for improving public education and involvement, service delivery methods and procedures, identifies community resources, incorporates staff suggestions, makes and implements recommendations as appropriate and within scope of authority.

As part of Emergency Management, participates in operations during emergency situations in the activated Emergency Coordination Center (ECC) and/or in the field as needed.

Provides administrative support as required for the Director; assists staff, interns and volunteers to accomplish computer-related tasks using word processing and other database software.

Schedules appointments, arranges, and coordinates meetings and assists in preparing information packets for distribution.

Enters initial information and processes updates in office computer databases; and maintains those databases.

Establishes and maintains an effective working relationship with officials, agencies and private industries in the performance of daily work routine.

May assist in the development and/or the update of certain emergency operations plans as needed.

Maintains filing system compliant with the Washington State Records Retention Schedule.

May need to attend required training, professional conferences, seminars, and others meetings as required, which could occur either in the evening or on weekends.

Assists in the preparation of the annual DEM asset inventory.

Plans and organizes own work sequences and routines.

Other related duties as assigned. Related duties as assigned are duties that may not be specifically listed in the Position Description but are within the general occupational series and responsibility level typically associated with the employee’s classification of work.

Supervisory:

This position may oversee the work of volunteers.

OTHER JOB FUNCTIONS:

May be tasked with performing related duties. Related duties as required are duties that may not be specifically listed in the position description, but are within the general occupational series and responsibility level typically associated with the employee’s classification of work.

Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical path to obtain the required qualifications would be:
High School Diploma or G.E.D. Equivalent.
Three years’ experience related to work responsibilities or an equivalent combination of education and experience which provides the skills, knowledge and abilities to perform the essential functions of the position.
Minimum of three years of office management and secretarial experience required.
Must have completed the following Emergency Management courses within 18 months of hiring.

• IS-100 Introduction to the Incident Command System
• IS-200 ICS for Single Resources and Initial Action Incidents
• IS-700 National Incident Management System (NIMS) An Introduction
• IS-800 National Response Framework , An Introduction

Requires knowledge of:

• Computer applications such as Word, Excel, Access and Outlook.
• The Incident Command System.
• Filing systems and information retrieval procedures.
• English grammar, composition, and standard forms.

Requires the ability to:

• Operate computers and computer programs such as Word, Excel, Access and Outlook.
• Prepare, compile and/or edit comprehensive reports, records, correspondence, narratives, statistical reports and other documents relative to area of assignment.
• Proofread effectively for arrangement and grammatical composition and assure all pertinent information from appropriate sources is included.
• Be attentive to detail and maintain a high degree of accuracy.
• Read, understand, interpret and apply appropriate instructions, policies, procedures, legal requirements and regulations pertinent to area of assignment.
• Communicate effectively, both verbally and in writing, and be comfortable with public speaking.
• Communicate effectively through social media.

• Use tact, discretion and courtesy to gain the cooperation of others and to establish and maintain effective working relationships and rapport with co-workers, volunteers, community members, State and Federal agencies, other departments, officials, media representatives, and members of the public.
• Take appropriate initiative, apply good judgment and logical thinking to obtain potential solutions to problems, and make reasoned decisions within the scope of knowledge and authority or refer to the appropriate information source.
• Operate office equipment including two-way radios, multi-line telephone system, fax machine, photocopier, document scanner and calculator.

• Type accurately and proficiently with a minimum speed of 40 words per minute.
• Use appropriate safety equipment and follow established work safety policies, practices and procedures.
• Organize, prioritize and coordinate work assignments with little or no supervision.
• Work effectively in a multi-task high stress environment.

• Exercise independent judgment in analyzing problems, issues and situations.
• Project a calming influence in crisis situations.
• Maintain confidentiality when appropriate.
• Work independently or cooperatively as a member of a team.
• Assume responsibility for project completion.
• Maintain professional appearance and attitude appropriate to the position.
• Act in a way consistent with a belief system that values diversity among people.
• Work under limited direction.
• Be prompt and dependable.

Licenses and/or Certifications:

A valid Washington State Driver's License

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

Work is performed both in an office environment and at a wide range of sites throughout Skagit County under a wide variety of conditions including but not limited to hazardous materials incidents which pose a health threat due to potential exposure to these materials, oil spills at docks and on boats/ships, and natural disasters such as floods, landslides, forest fires and earthquakes. This type of response could happen at any location in Skagit County and requires access to all types and conditions of structures and terrain. May be required to sit or stand for long periods of time (depending on the disaster). May be required to work evenings or weekends during emergency situations.

Requires the carrying of a cell phone and pager, and be on-call during off-duty hours, including weekends and holidays, on a seven-day rotational basis or as designated by the Director. Will be required to drive a County motor vehicle. May require lifting in excess of 40 pounds (materials, boxes, files, supplies or equipment), shoveling, bending, crawling, climbing, and traversing steep and unstable terrain in all types of weather and lighting conditions. Requires use of appropriate safety equipment and the following of established work safety policies, practices and procedures.

Hazards:

Those present in a normal office environment as well as exposure to nature-caused and human-caused disaster incidents, hazardous materials, noxious fumes and traffic hazards. See Working Conditions for additional hazards.