OPS Bureau Coordinator - 31902274

State of Florida; Tallahassee (FL); On-site; USD 52,000 - 76,000; Full time

Job summary

The Florida Division of Emergency Management in Tallahassee is seeking a Mitigation Bureau Coordinator to support administration, policy development, and project coordination. You will compose reports, summaries, and guidance, track legislation, and coordinate external communications with state and local partners.

Ideal candidates have strong writing and analytical abilities, experience with Microsoft Office, and the ability to manage multiple projects.

Qualifications

• Experience using Microsoft Office Suite (Excel, Word, Outlook) with the ability to learn FDEM enterprise systems.
• Valid driver’s license.
• Strong writing, communication, research, and analytical abilities.
• Ability to learn and apply laws, rules, regulations, policies, and procedures.
• Ability to plan, organize, and coordinate multiple assignments, projects, meetings, and deadlines.

Responsibilities

• Compose reports, executive summaries, briefings, presentations, and other materials on Mitigation Bureau programs, activities, and priorities.
• Compile, research, and ensure accuracy of information for inquiries from legislative, leadership, public, and stakeholders.
• Serve as the Mitigation Bureau policy custodian; develop SOPs, memorandums, job aids, and training materials.
• Track and analyze state and federal legislation, regulations, and guidance affecting Mitigation Bureau programs.
• Coordinate bureau communications, including website content, public notices, newsletters, and press releases.
• Coordinate bureau records management and respond to records requests.
• Coordinate meetings, trainings, onboarding resources, and other bureau-wide activities.
• Support process improvement and information management initiatives.

Skills

Professional writing

Communication skills

Research and analysis

Project coordination

Information management

Tools

Microsoft Word

Excel

PowerPoint

Outlook

SharePoint

Job description

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The State Personnel System is an E-Verify employer. For more information click on ourE-Verify Website .

Requisition No:882536

Agency: Division of Emergency Management

State of Florida Division of Emergency Management

This position is located in Tallahassee, FL

The Florida Division of Emergency Management (FDEM) plans for and responds to both natural and man-made disasters.These range from floods and hurricanes to incidents involving hazardous materials or nuclear power.FDEM is the liaison between federal, state, and local agencies. FDEM prepares and implements a statewide Comprehensive Emergency Management Plan, routinely conducts extensive exercises to test state and county emergency response capabilities, provides technical assistance to local governments as they prepare emergency plans and procedures, as well as conducts emergency operations trainings for state and local government agencies.

FDEM serves as the lead agency for the State Emergency Response Team (SERT), whose primary goal is the coordination of the state’s efforts during disaster response and recovery. This coordination is conducted within the State Emergency Operations Center (SEOC) in Tallahassee. Additionally, FDEM manages the State Watch Office; the 24-hour a day operation tasked with providing situational awareness to stakeholders statewide. After a disaster, FDEM conducts damage assessment surveys and advises the Governor of the State of Florida on whether to declare an emergency and seek federal relief funds. It is against this backdrop that FDEM strives to demonstrate its mission of, “Coordinate, collaborate, and communicate with our community stakeholders for a resilient Florida”, along with our vision of “Leading the Profession in building prepared and resilient communities”

Position Overview and Responsibilities:

The Bureau of Mitigation manages millions of dollars in grant funding for risk reduction projects in the State of Florida. In addition to these grant programs, the bureau oversees the National Flood Insurance Program (NFIP) and is responsible for local and state hazard mitigation plans. This position serves as a Coordinator for the Mitigation Bureau and will assist the Bureau Chief and Deputy Bureau Chief with management, administration, and special projects. The duties and responsibilities for the position include, but are not limited to, the following:

• Compose reports, executive summaries, briefings, presentations, and other materials on Mitigation Bureau programs, activities, and priorities.
• Compile, research, and ensure accuracy of information for legislative, congressional, leadership, public, and stakeholder inquiries.
• Serve as the Mitigation Bureau policy custodian; responsible for the development, review, routing, maintenance, and tracking of the bureau’s policies, standard operating procedures, memorandums, job aids, training manuals, and other guidance documents.
• Track and analyze state and federal legislation, regulations, policies, and guidance that may impact Mitigation Bureau programs and operations, including supporting applicable rulemaking activities.
• Serve as the Mitigation Bureau External Affairs liaison and coordinate bureau communications, including website content, public notices, newsletters, articles, press releases, social media, and other outreach materials.
• Serve as the Mitigation Bureau Records Custodian and coordinate bureau records management and applicable records requests.
• Coordinate bureau meetings, trainings, onboarding resources, and other bureau-wide activities, including preparation of materials, documentation, and follow-up actions.
• Support bureau-wide process improvement and information management initiatives, including workflow development, document standardization, SharePoint, and other organizational projects.
• Coordinate cross-unit assignments, projects, and priorities on behalf of the Bureau Chief and Deputy Bureau Chief and support communication between bureau programs and internal and external partners.
• Follow up with inquiries from residents in a timely manner.
• Special projects as assigned by the Bureau Chief and Deputy Bureau Chief.

Knowledge, Skills, and Abilities:

• Demonstrate effective professional and technical writing skills, including the development of reports, policies, procedures, memorandums, job aids, and executive-level materials.
• Demonstrate excellent communication, organization, research, analytical, and attention-to-detail skills.
• Demonstrate skills in legislative and policy research, project coordination, process improvement, and information management.
• Demonstrate excellent skills utilizing Microsoft Office products, including Microsoft Word, Excel, PowerPoint, Outlook, and SharePoint.
• Ability to learn and utilize new technology and systems.
• Ability to collect, evaluate, analyze, and summarize information and data.
• Ability to understand and apply laws, rules, regulations, policies, and procedures.
• Ability to utilize problem-solving techniques, exercise sound judgment, and work independently.
• Ability to plan, organize, and coordinate multiple assignments, projects, meetings, and deadlines.
• Ability to communicate effectively both orally and in writing and establish and maintain effective working relationships.

Minimum Qualifications:

• Experience using Microsoft Office Suite (Excel, Word, Outlook) with the ability to learn and navigate FDEM enterprise business systems.
• Valid driver’s license.

Special Notes:

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.

The Division of Emergency Management is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. The Division appreciates the service and sacrifices made by veterans and their family members. Further, FDEM recognizes the immeasurable value veterans bring to the workplace and is committed to increasing the number of veterans that serve in its workforce.

The Division of Emergency Management is committed to increasing recruitment and hiring of individuals with disabilities and improving employment outcomes.An individual with a disability is qualified if he or she satisfies the skills, experience, and other job-related requirements for a position and can perform the essential functions of the position with or without reasonable accommodation. Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the FDEM Human Resources Office at [phone]. FDEM requests applicants notify HR in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with section 112.0455, F.S., Drug-Free Workplace Act.

Successful completion of background screening will be required for this position.

The State of Florida and the Division of Emergency Management participate in E-Verify. This federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

In response to emergency events, Division of Emergency Management employees may be required to work irregular hours, to work more than 8 hours per day, to work extended periods (including weekends and holidays), to work at locations other than their official headquarters, and to perform duties in addition to those outlined in the employee’s position description. Employees must be able to deploy to emergency sites with limited advance notice.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

For assistance, call the People First Service Center at [phone] Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time. Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer.