New Jersey EMS Task Force
Job Description
STATE PLANNER - ADMINISTRATIVE SERVICES
Initial: 7/1/2022
Last Updated: n/a
Job Description
STATE PLANNER - ADMINISTRATIVE SERVICES
Initial: 7/1/2022
Last Updated: n/a
Division: Emergency Medical Services
Reports to: Lead Planner / Board of Directors
Supervises: Team Members
THIS IS NOT A DIRECT HIRE POSITION. A HOST AGENCY MUST SIGN A FORMAL PROFESSIONAL SERVICES AGREEMENT TO ENSURE THAT SUFFICIENT TIME AND ENERGY IS ASSIGNED TO THIS POSITION. THE NJEMSTF WILL REIMBURSE A HOST AGENCY FOR SALARY AND BENEFITS IN CONNECTION WITH THIS POSITION. HOST AGENCY ENDORSEMENT IS REQUIRED AS PART OF APPLICATION REVIEW PROCESS.
THIS IS A GRANT-FUNDED POSITION AND WILL BE ELIMINATED WHEN FUNDING IS NO LONGER AVAILABLE. INITIAL TERM FOR POSITION IS IMMEDIATE THROUGH JUNE 30, 2022. IT IS ANTICIPATED THAT A SECOND TERM OF JULY 1, 2022 THROUGH JUNE 30, 2023 WILL BE GRANTED.
Reports to: Lead Planner / Board of Directors
Supervises: Team Members
THIS IS NOT A DIRECT HIRE POSITION. A HOST AGENCY MUST SIGN A FORMAL PROFESSIONAL SERVICES AGREEMENT TO ENSURE THAT SUFFICIENT TIME AND ENERGY IS ASSIGNED TO THIS POSITION. THE NJEMSTF WILL REIMBURSE A HOST AGENCY FOR SALARY AND BENEFITS IN CONNECTION WITH THIS POSITION. HOST AGENCY ENDORSEMENT IS REQUIRED AS PART OF APPLICATION REVIEW PROCESS.
THIS IS A GRANT-FUNDED POSITION AND WILL BE ELIMINATED WHEN FUNDING IS NO LONGER AVAILABLE. INITIAL TERM FOR POSITION IS IMMEDIATE THROUGH JUNE 30, 2022. IT IS ANTICIPATED THAT A SECOND TERM OF JULY 1, 2022 THROUGH JUNE 30, 2023 WILL BE GRANTED.
Job Definition
The State Planner (Administrative Services) administers and manages aspects of the New Jersey Emergency Medical Services Task Force (NJEMSTF) program and performs the highest level of program planning, analysis, execution, and management.
The NJEMSTF is a significant, high-impact community services program that supports the New Jersey emergency management and EMS systems in cooperation with host and partner agencies. This position is accountable for fulfilling the NJEMSTF responsibilities for successfully administering the professional services contracts, grant agreements, response strategies, planning roles, funding programs, outreach, and other roles as directed by the Board of Directors.
The State Planner (Administrative Services) administers and manages aspects of the New Jersey Emergency Medical Services Task Force (NJEMSTF) program and performs the highest level of program planning, analysis, execution, and management.
The NJEMSTF is a significant, high-impact community services program that supports the New Jersey emergency management and EMS systems in cooperation with host and partner agencies. This position is accountable for fulfilling the NJEMSTF responsibilities for successfully administering the professional services contracts, grant agreements, response strategies, planning roles, funding programs, outreach, and other roles as directed by the Board of Directors.
Distinguishing Characteristics
The State Planner (Administrative Services) is distinguished by the requirement for substantial expertise in and skill in administering the regulatory and oversight aspects of an emergency medical services system. External contacts developed and maintained by this position are critical to the overall program success and the incumbent must exercise significant initiative, resourcefulness and independent judgment when interpreting established policies, goals and objectives and when addressing sensitive, political, legal and otherwise complex system issues. The State Planner (Administrative Services) reports directly to the Lead State Planner for issues related to the program deliverables and to the President of the Board for matters related to corporate operations.
The State Planner (Administrative Services) has a strong business background with management, Human Resources, and leadership experience. This individual will have significant fundraising experience and experience meeting donor reporting requirements. This individual will also have demonstrated experience in public relations and is an effective communicator and similar experience in cost recovery and grant compliance.
The State Planner (Administrative Services) is distinguished by the requirement for substantial expertise in and skill in administering the regulatory and oversight aspects of an emergency medical services system. External contacts developed and maintained by this position are critical to the overall program success and the incumbent must exercise significant initiative, resourcefulness and independent judgment when interpreting established policies, goals and objectives and when addressing sensitive, political, legal and otherwise complex system issues. The State Planner (Administrative Services) reports directly to the Lead State Planner for issues related to the program deliverables and to the President of the Board for matters related to corporate operations.
The State Planner (Administrative Services) has a strong business background with management, Human Resources, and leadership experience. This individual will have significant fundraising experience and experience meeting donor reporting requirements. This individual will also have demonstrated experience in public relations and is an effective communicator and similar experience in cost recovery and grant compliance.
Essential Job Functions
Incumbent must be able to perform the essential functions of the job with or without reasonable accommodation.
Incumbent must be able to perform the essential functions of the job with or without reasonable accommodation.
- Assists in the procurement process as directed.
- Develops contracts and oversees contractor performance.
- Oversight of ongoing contract and compliance; implements and/or changes contract provisions as required and within legal provisions.
- Serves as staff to and a liaison with the Board of Directors and Advisory Board, which provides direction and input on business, finance, and performance.
- Develops and recommends program goals and objectives.
- Oversees administration of the fundraising activities of the entity.
- Assists the Treasurer in the development and management of annual budgets through monitoring expenditures, forecasting funds, identifying grant sources.
- Investigates complaints on performance issues.
- Administers and manages the cost recovery element
- Oversees operational elements of contracted programs.
- Ensures compliance with established rules and regulations; interact regularly with involved jurisdictions, boards, committees, and councils to identify and resolve problems and seek appropriate creative solutions.
- Administers the statistical analyses of program effectiveness; prepare oral and written reports; coordinate communications on audit reports.
- Participates in evaluating and analyzing quality assurance programs; evaluate data and make recommendations.
- Answers questions and provide information to the public including letter writing, proposal development and making formal presentations as director by the PIO.
- Recommends, develops and implements program and policy changes.
- Provides input on the development and implementation of Agency policies and procedures.
- Prepares staff reports, requests for proposals, project scoping reports and decision packages, including long term upgrade planning; project research, scoping and cost estimating; and overseeing project implementation from inception to completion
- Prepares and submits grant proposals.
- Application of Emergency Medical Services knowledge and expertise in program oversight including broad knowledge of up-to-date trends, technology, regulations and laws
- Develops and presents related reports and proposals to the NJEMSTF Board, Advisory Board, Module Managers, user agencies, vendors and other interested stakeholders
- Represents the Agency and/or division at meetings; serves on committees as requested.
- Provides information and assistance to other departments, outside agencies, and the public on assigned functions.
- Performs related duties as assigned.
- Queries monthly and tracks the progress of Specialty Module projects. Assist the Module Managers by obtaining information, equipment, supplies, etc., to assist is implementation of same
- Responds or supports NJEMSTF activations as directed.
- Prepares and submits grant proposals. Is proficient in the grants management application utilized by the NJ DOH and is responsible for submitting grant reports by the established deadlines.
Qualifications
Knowledge of:
Work is performed primarily in an office setting, with field work necessary for functional oversight and with moderate travel to and from local and regional incidents, trainings, meetings, conferences or similar. Incumbent works with personal emergency response equipment, computers, telephones, and other general office equipment that require detailed dexterity. Work involves moderately extensive keyboarding and manual dexterity, and also entails significant reaching, stretching, and lifting of supplies and materials, such as tent systems, medical equipment, and other emergency supplies. Walking, bending and carrying moderately heavy items is required. Incumbent may be required to work in disaster situations or austere environments. Incumbent will be required to work nights, weekends and holidays as required.
Physical Demands typically involve, but are not limited to:
Hearing and Speaking:
Knowledge of:
- Principles and practices of emergency medical services, public sector organization, program operations, and budgeting.
- Principles and practices of project management, contract and grant administration, including research, development and implementation of projects/programs, vendor, contractor and user agency coordination
- Modern administrative methods and procedures, business correspondence and report preparation, statistical analysis and evaluations
- Application and interpretation of Agency policies and procedures as well as local, state and federal laws and regulations relevant to the program area
- Effective research and record keeping methods and techniques
- Effectively facilitate meetings to achieve consensus
- Coordinate a comprehensive program for non-profit entities and governmental jurisdictions.
- Interpret applicable laws and regulations, develop and recommend enforcement alternatives to the appropriate authority
- Respond, resolve and coordinate resolution of difficult and sensitive citizen inquiries and complaints about the programs
- Apply critical thinking, problem solving and collaborative approaches to improving program services
- Analyze situations thoroughly, identify potential problems, and find effective solutions
- Interpret and apply administrative and departmental policies and procedures
- Establish and maintain positive and professional working relationships with managers, other staff, other non-profit of governmental jurisdictions, vendors and the public
- Effectively communicate and express ideas both orally and in writing.
- Apply appropriate independent initiative, discretion, judgment and organizational skills to a variety of projects, assignments and situations. Understand and execute complex oral and written instructions.
- Apply available guidelines, policies or procedures in diverse situations.
- Prepare and present written correspondence, reports and materials in clear, correct and comprehensible terms from general notes and concepts.
- At least three years of progressively responsible emergency management and emergency medical services leadership experience.
- Project management experience required.
- Current NJEMSTF members required, or must be eligible for membership within 30 days of hire.
- Bachelor’s degree in business administration, public administration, emergency management, emergency response or a related field is preferred. A Master’s degree in a related field may substitute for some of the required experience.
- Candidate must successfully pass pre-employment reference and criminal history checks
- Candidate and incumbents must have ability to perform the essential functions of this position with or without reasonable accommodation
- Candidate must have ICS 100, 200, 300, 400, 700 and 800 training.
- Candidate must maintain a NJ state driver’s license and must be insurable.
Work is performed primarily in an office setting, with field work necessary for functional oversight and with moderate travel to and from local and regional incidents, trainings, meetings, conferences or similar. Incumbent works with personal emergency response equipment, computers, telephones, and other general office equipment that require detailed dexterity. Work involves moderately extensive keyboarding and manual dexterity, and also entails significant reaching, stretching, and lifting of supplies and materials, such as tent systems, medical equipment, and other emergency supplies. Walking, bending and carrying moderately heavy items is required. Incumbent may be required to work in disaster situations or austere environments. Incumbent will be required to work nights, weekends and holidays as required.
Physical Demands typically involve, but are not limited to:
Hearing and Speaking:
- Hear, understand and respond to verbal information in person, by phone or radio
- Speak clearly and concisely in English to a broad variety of small or large audiences, including verbally presenting information or responding to inquiries at Board meetings, public or political hearings, and related
- Hear, understand and respond using telephones, radios and other communications equipment
- See, read and understand written information and instructions in all forms, including handwritten, hard copy or electronic communications formats
- See and use all related communications equipment including telephones, radios and computer monitors
- Understand, research and respond to complex and varied information and instructions, including broad application of policies, procedures, laws, and regulations under complex circumstances
- Manage and accomplish multiple tasks and priorities in a timely manner and with a high level of accomplishment and accuracy
- Think through all aspects relating to issues or problems; identify, recommend and implement solutions
- Balance diverse responsibilities utilizing independent initiative, judgment and discretion
- Be generally available for on-call and/or irregular hours in case of emergency situations, such as activations of the Emergency Coordination Center
- Moderate use of computers, keyboards, office equipment and similar specialized technical and electronic equipment commonly found in an office or communications center setting
- Performing regular tasks requiring general manual dexterity
- Sit, stand or walk as necessary
- Stretch, reach, or lift objects or materials that may be up to 100 pounds in weight