Program Manager III - Recovery and Resilience - Office of Emergency Management

Salary : $151,931.52 - $184,706.08 Annually
Location : San Jose Metropolitan Area, CA
Job Type: Full-Time
Job Number: 25-B3H-B
Department: County Executive
Division: Office of Emergency Management
Opening Date: 03/10/2025
Closing Date: 3/24/2025 11:59 PM Pacific
Bargaining Unit: 92

Description
Reporting to the Director of Emergency Management, this Program Manager III will manage and oversee Disaster Recovery and Community Resilience and serve in the County Emergency Operations Center as the Recovery Coordinator. This position will direct and manage Mitigation, Voluntary Organizations Active in Disaster (VOAD)/Public Private Partnership, and Access and Functional Needs (AFN) planning staff with responsibility to track all mitigation grant projects and timelines, manage AFN and Cultural Competency workgroups and training, and build a unified and collaborative network that connects the County's VOAD, Community-based Organizations (CBOs), Non-governmental Organizations (NGOs), Faith-Based Organizations (FBOs), and other key stakeholders. This position will coordinate with the County Executive's Office and Controller's Office for disaster cost recovery requirements, damage assessments, documentation, CalOES disaster proclamations and Federal Emergency Management Agency disaster declarations.

This Program Manager III will be responsible for risk and resilience assessment, community mapping, and providing continuity training, such as FEMA's Organizations Preparing for Emergency Needs training, to FBOs, local businesses, and CBOs, such as homeless shelters, food pantries, nonprofit medical providers, and senior care facilities to bolster their resilience. Recovery responsibilities will include pre-disaster preparedness, including coordinating with whole community partners, mitigating risks, incorporating continuity planning, identifying resources, and developing capacity to effectively manage the recovery process, and through collaborative and inclusive planning processes. This position facilitates that process. Recovery extends beyond simply repairing damaged structures and includes the continuation or restoration of services critical to supporting the physical, emotional, and financial well-being of impacted community members. This position directs the restoration and strengthening of key systems and resource assets that are critical to the economic stability, vitality, and long-term sustainability of the communities themselves.

This position has responsibility to consider the needs of all members of the whole community, including children; individuals with disabilities and others with access and functional needs; those from religious, racial, and ethnically diverse backgrounds; and people with limited English proficiency by working with, coordinating, and communicating with appropriate government agencies, County Departments, and community partners.

In addition to the employment standards, candidates must possess knowledge and work experience in two (2) or more of the following areas:

• Previous experience managing and supporting Emergency Proclamations and Declarations, or other related state and federal emergency programs. This includes any of the following: California Disaster Assistance Act (CDAA), Small Business Administration Assistance (SBA) assistance, Federal Emergency Management Agency (FEMA) Individual and Household, Public Assistance, and/or Department of Agriculture assistance (USDA).
• Previous experience organizing Recovery Planning and Recovery Support functions pre- and post-disaster.
• Previous grant management experience navigating state and federal emergency grant programs.

Under general direction, to plan, organize, direct and control the activities and/or staff of a very large County program.
Typical Tasks

• Plans, organizes and directs a County program that provides direct service to the public or other agencies;
  
• Handles complex coordination between County, local and State resources;
  
• Prepares staff reports and comprehensive detailed plans with Countywide impact;
  
• Works closely with cross departmental staff at all levels of the organization;
  
• Determines program objectives in light of established goals;
  
• Develops strategies to achieve objectives;
  
• Establishes program priorities;
  
• Formulates and implements policies, plans and procedures for carrying out functions of the program;
  
• Defines personnel resource needs and allocates them as required to reach program objectives;
  
• Selects and hires staff and ensures the orientation, training and development of program staff;
  
• Directs and evaluates the work of subordinate staff;
  
• Establishes an appropriate organizational structure and delineates working level and relationships of personnel to carry out the program's activities;
  
• Determines budgetary requirements to maintain the program;
  
• Makes recommendations on the annual budget and may present the program's budget to the Board of Supervisors;
  
• Is responsible for determining program funding needs and obtaining available outside funding when necessary through grants and/or contracts;
  
• Is responsible for the implementation, control, monitoring and evaluation of provided services to ensure compliance with terms of received grants and contracts;
  
• Maintains liaison relationships and represents the program in contacts with public and private agencies and concerned community groups and organizations;
  
• Prepares reports and correspondence;
  
• Keeps abreast of new trends and developments related to the program's activities;
  
• Provides assistance and advice to advisory and planning boards, commissions, task forces and other special groups as required;
  
• May prepare and make presentations to staff, boards, commissions, and external groups;
  
• May provide ongoing statistical reports;
  
• May be assigned as a Disaster Service Worker, as required;
  
• And performs related duties as required.

Employment Standards

Sufficient education, training and experience to demonstrate the possession and direct application of the following knowledge and abilities.

Training and Experience Note: The required knowledge and abilities are typically attained through training and experience equivalent to possession of a Bachelor's degree. Relevant experience can substitute for education on a year-for-year basis. Relevant experience includes experience performing analytical, administrative, lead, supervisory, or management duties, which include interpreting rules and regulations, gathering data and formulating recommendations, and report writing.

AND

Seven (7) years of analytical, administrative, lead, supervisory or management experience which includes duties interpreting rules and regulations, gathering data and formulating recommendations, and report writing; four (4) years of which must be at the journey level.

A Master's degree can substitute for one (1) year of the required experience.

Special Requirements
Specialized program knowledge may be required in addition to the generalized administrative/supervisory experience when it can be demonstrated that:

it is an absolute necessity for the successful operation of the program;

that the Program Manager will be held accountable for this specialized knowledge; and

that subordinate program staff will not be able to provide the subject matter expertise that is required.

Note: The knowledge, skills and abilities listed below indicate the common aspects of the three levels of the Program Manager Series. However, for recruitment purposes, a potential candidate will be rated on ability to perform at a specific level as outlined in the allocation factors. In appraising experience, more weight will be given to the breadth rather than depth of pertinent experience and the evidence of the candidate's ability to assume and fulfill the responsibilities of the position at a designated level.

Some positions may require Live Scan screening as part of the background check process.

Knowledge of:

• Program development and evaluation;
  
• Techniques of organizing and motivating groups;
  
• Personnel management techniques;
  
• Methods of administrative problem solving;
  
• Principles of organization and administrative, fiscal and program management; principles of employee supervision, training and development;
  
• Community and agency consultation methods and procedures;
  
• Computer applications, including but not limited to: word processing, spreadsheets, data base management software, presentation and electronic mail software.

Ability to:

• Plan, organize, control and evaluate a public service program;
  
• Manage initiatives, collect and analyze data for the purpose of evaluating services and or programs;
  
• Plan and assign workloads clearly and effectively;
  
• Train, develop and motivate staff;
  
• Deal effectively with a variety of government and community officials;
  
• Speak effectively in public;
  
• Integrate the activities of a program to attain program goals;
  
• Prepare and review reports;
  
• Develop and recommend effective courses of action;
  
• Develop and effectively utilize all available resources;
  
• Establish and maintain program's objectives, priorities and policies;
  
• Consult with and advise top administrator on the activities and status of the program;
  
• Develop short and long range budget plans that accurately reflect program needs. May require the ability to apply the tools of a specialty subject area.

The County offers comprehensive first-class medical, dental, and vision benefits plans for County employees and their dependents, including plans with no deductibles, no co-pays, no co-insurance, and no prescription drug co-pays. Learn more

The County also offers generous paid time off with significant vacation, sick time, and 13 paid County holidays annually! Details are included in the with the bargaining unit applicable to the job classification.

In addition to the amazing perks above, the County also offers the additional benefits below.

Retirement Benefits
The County offers robust retirement plans including a (similar to the private sector's 401(k) plan) and the In addition to lifetime retirement income available through the CalPERS pension plan, the 457(b) Deferred Compensation plan provides a great way to save for retirement and supplement the defined benefit pension available to employees. These plans help our employees build a plan for their future and contribute to their family's long-term financial well-being.

Health Flexible Spending Account
The empowers employees to manage healthcare expenses efficiently with tax-free contributions (up to $3,200 for the 2024 calendar year). Secure tax-free solutions for your healthcare expenses and enjoy the flexibility to manage your healthcare finances effectively with the HFSA.

Dependent Care Assistance Program (DCAP)
The enables employees to utilize tax-free funds for dependent care services, facilitating a convenient and cost-effective approach for managing your dependent care expenses. The County also offers the , an employer-funded DCAP, for employees with annual income under $120,000.

Life and AD&D
The County offers life and disability benefits including , Insurance, These benefits ensure financial security and income support when you and your family need it most.

Employee Assistance Program (EAP)
The County prioritizes employee mental health and well-being and offers a top-tier through Concern providing confidential counseling sessions covering stress, anxiety, relationships, grief, as well as financial/legal services, personal coaching, child and elder care referrals, and comprehensive crisis support.

Employee Wellness
The offers free wellness programing, fitness classes and resources; including Elevate My Wellness an all-in-one platform designed to elevate your well-being journey.

Education Reimbursement
A generous program is available, including Education Reimbursement for employees seeking additional training and professional development.

NOTE: Benefit and Retirement information may vary from bargaining unit to bargaining unit. Due to changes in State Law, current pension provisions described in the union contracts are not automatically applied. Specific pension benefits for new hires who start on or after January 1, 2013 may be different than indicated in the union contracts.

Click here to access all Memoranda of Understanding and most recent Summary of Changes.
01

Please answer the following questions: The completion of the following supplemental questions is REQUIRED for your application and is an integral part of the evaluation process. Initially, it will be used to determine the minimum qualifications. For those applicants meeting the employment standards, this information will be critical in the subsequent competitive assessment to identify those candidates to be invited to continue in the examination process.Your responses to the questions may also be reviewed and scored in a Competitive Rating evaluation process based on pre-determined rating criteria. Your answers should be as complete as possible, as no additional information will be accepted from applicants once the Competitive Rating evaluation has begun. Please include the name of the employer, job title, dates of employment, and number of hours worked per week for questions asking about your experience. A response of "see resume" or "see application" will deem your application incomplete.Do you understand the requirement to provide complete answers to determine relevant experience for each area in question?

• Yes
• No

02

What is the highest level of education you have completed?

• High School or GED equivalent
• College (1 to 29 semester units / 1 to 44 quarter units)
• College (30 to 59 semester units / 45 to 89 quarter units)
• College (60 to 89 semester units / 90 to 134 quarter units)
• College (90 to 119 semester units / 135 to 179 quarter units)
• College (120 or more semester units / 180 or more quarter units)
• Associate's Degree
• Bachelor's Degree
• Master's Degree
• Doctoral Degree
• None of the above

03

How many years of work experience do you have performing analytical, administrative, lead, supervisory, or management experience, which includes duties interpreting rules and regulations, gathering data and formulating recommendations, and report writing.

• No experience
• Less than one year
• One to less than two years
• Two to less than three years
• Three to less than four years
• Four to less than five years
• Five to less than six years
• Six to less than seven years
• Seven to less than eight years
• Eight to less than nine years
• Nine to less than ten years
• Ten or more years

04

Describe your analytical, administrative, lead, supervisory, or management experience. Include details about your duties interpreting rules and regulations, gathering data and formulating recommendations, and report writing. If you do not have this experience, please indicate "N/A."
NOTE: For each experience, please indicate the following information:
a) Employer's Name
b) Position/Title held
c) Dates of Employment: From (MM/YYYY) to (MM/YYYY)
d) Hours worked per week
e) Describe experience/responsibilities in detail.
05

How many years of experience do you have in supervisory or management roles, including responsibilities such as training, developing, motivating, and planning workloads for staff?

• No experience
• Less than two years
• Two to less than four years
• Four to less than six years
• Six to less than eight years
• Eight to less than ten years
• Ten or more years

06

Describe your experience in supervisory or management roles. Include details about your responsibilities in areas such as training, developing, motivating, and planning the workloads of staff. If you do not have this experience, please indicate "N/A."
NOTE: For each experience, please indicate the following information:
a) Employer's Name
b) Position/Title held
c) Dates of Employment: From (MM/YYYY) to (MM/YYYY)
d) Hours worked per week
e) Describe experience/responsibilities in detail.
07

How many years of experience do you have in managing and supporting Emergency Proclamations and Declarations, or other related state and federal emergency programs? This includes any of the following: California Disaster Assistance Act (CDAA), Small Business Administration Assistance (SBA) assistance, Federal Emergency Management Agency (FEMA) Individual and Household, Public Assistance, and/or Department of Agriculture Assistance (USDA).

• No experience
• Less than two years
• Two to less than four years
• Four to less than six years
• Six to less than eight years
• Eight to less than ten years
• Ten or more years

08

Select the areas in which you have direct experience managing and supporting Emergency Proclamations and Declarations, or other related State and Federal emergency programs.

• California Disaster Assistance Act (CDAA)
• Small Business Administration Assistance (SBA)
• Federal Emergency Management Agency (FEMA) Individual and Household
• Public Assistance
• Department of Agriculture Assistance (USDA)
• None of the above

09

Describe your experience managing and supporting Emergency Proclamations and Declarations, or other related state and federal emergency programs including the areas you selected in the previous question. If you do not have this experience, please indicate "N/A."
NOTE: For each experience, please indicate the following information:
a) Employer's Name
b) Position/Title held
c) Dates of Employment: From (MM/YYYY) to (MM/YYYY)
d) Hours worked per week
e) Describe experience/responsibilities in detail.
10

Describe your experience with organizing Recovery Planning and Recovery Support functions pre- and post-disaster planning, project development, project management, and providing guidance to stakeholders. If you do not have this experience, please indicate "N/A."
NOTE: For each experience, please indicate the following information:
a) Employer's Name
b) Position/Title held
c) Dates of Employment: From (MM/YYYY) to (MM/YYYY)
d) Hours worked per week
e) Describe experience/responsibilities in detail.
11

Describe your experience with navigating state and federal grant programs. Include details on how you have researched and identified potential grant opportunities, written successful grant proposals, and ensured compliance and regulations. If you do not have this experience, please indicate "N/A."
NOTE: For each experience, please indicate the following information:
a) Employer's Name
b) Position/Title held
c) Dates of Employment: From (MM/YYYY) to (MM/YYYY)
d) Hours worked per week
e) Describe experience/responsibilities in detail.
12

Describe your experience facilitating and maintaining partnerships with internal and external stakeholders and a variety of government and community officials. If you do not have this experience, please indicate "N/A."
NOTE: For each experience, please indicate the following information:
a) Employer's Name
b) Position/Title held
c) Dates of Employment: From (MM/YYYY) to (MM/YYYY)
d) Hours worked per week
e) Describe experience/responsibilities in detail.
13

Describe your experience managing disaster recovery support programs, both short and long-term, best practices, and coordination with local, State, and Federal agencies (i.e., Cal OES, FEMA, and/or similar agencies), and your experience with establishing Local Assistance Centers, engaging policy stakeholders, including NGOs. If you do not have this experience, please indicate "N/A."
NOTE: For each experience, please indicate the following information:
a) Employer's Name
b) Position/Title held
c) Dates of Employment: From (MM/YYYY) to (MM/YYYY)
d) Hours worked per week
e) Describe experience/responsibilities in detail.
14

Describe your experience organizing and managing pre-disaster preparedness programs, including resource centers, VOADs, community program development, project management, and providing guidance to stakeholders. If you do not have this experience, please indicate "N/A."
NOTE: For each experience, please indicate the following information:
a) Employer's Name
b) Position/Title held
c) Dates of Employment: From (MM/YYYY) to (MM/YYYY)
d) Hours worked per week
e) Describe experience/responsibilities in detail.
15

Describe your experience bolstering community preparedness and resilience to faith-based organizations, local businesses, and community-based organizations, such as homeless shelters, food pantries, nonprofit medical providers, and senior care facilities to bolster their resilience. If you do not have this experience, please indicate "N/A."
NOTE: For each experience, please indicate the following information:
a) Employer's Name
b) Position/Title held
c) Dates of Employment: From (MM/YYYY) to (MM/YYYY)
d) Hours worked per week
e) Describe experience/responsibilities in detail.
16

How did you find out about this job?

• Contacted by County Recruiter
• Virtual Job Fair
• In Person Job Fair
• In-Person Networking Professional Event
• Virtual Networking Event
• Community Event
• Glassdoor
• Governmentjobs.com
• Professional Association
• Search Engine (Google, Bing, online search, etc.)
• Hospital Website: SCVMC, O'Connor Hospital, St. Louise Regional Hospital Website
• Contacted by a Recruitment Firm
• Handshake
• Student Career Center
• County Text Message
• County Career Newsletter
• Other (Specify in the next question)
• County Employee Referral
• County of Santa Clara Career Website
• County of Santa Clara Job Interests Email Notification
• Facebook
• Instagram
• LinkedIn
• Indeed

17

If you selected an event/fair or other in the question above, please specify. If not, type n/a.
Required Question