Chief of Staff

Job Description

Job Description

PURPOSE

Operate a high-reliability EMS agency through stewardship, consensus building, and transformational leadership. Emphasize equality, cohesiveness, and team dynamics. Responsible for oversight and coordination of District functions on a day-to-day basis. Works closely with uniformed and professional staff along with 2665 Executive leadership to ensure a coordinated response to the dynamic needs of the District.

DESCRIPTION

A full-time, exempt, salaried employee who reports directly to the Assistant Chief.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Leadership:

1. 1. Provides strategic input into District decisions involving personnel, finance/business, policy, systems and processes.
   2. Assists with planning and development of District goals and objectives.
   3. Demonstrates leadership, effectively manages conflict, promotes. professional growth and inspires the development of highly effective teams.
   4. Works closely with Human Relations personnel to manage a multitude of situations and tasks including but not limited to payroll, hiring, promoting, professional development, and HR policies.
   5. Assists in developing leaders throughout the organization through leadership initiatives such as engagement/feedback programs, presentations, mentoring, etc.
   6. Provides both strategic input and modeling behaviors that support organizational culture which include championing District mission and vision, and personifying District values.
   7. Represent District at internal and external events as needed.
   8. Provides input for and facilitates strategic initiatives. Oversee program management and communicate objectives to departments, helping to ensure the smooth running of the District business operations in close collaboration with uniformed staff.
   9. Provides oversight and feedback regarding the preparation of the annual budget.
   10. Provides hands-on support to translate ideas into existence.
   11. Oversees strategic business initiatives, from development through successful execution.
   12. Assists and communicates with professional staff in decision-making, and with District initiatives.
   13. Develops and builds relationships with all employees for increased efficiency and responsiveness of existing operations and help define new operational strategies by working with CEO and other leaders on special projects.
2. Management:
   1. Oversees daily administrative operations, serve as a project coordinator, and pace keeper.
   2. Manages workflow, provides data analysis and metrics of the organization’s productivity.
   3. Completes special projects and programs with skilled oversight and support.
   4. Direct management of HR Business Partner, Director of Information Technology, Director of Finance, Executive Administrative Assistant, and Division Chief PIO.
   5. Serves as the Chief liaison with uniformed and professional staff regarding company climate, employee well-being, project updates, proposals and planning.
3. Administrative
   1. Serves as a subject-matter expert, handling inquiries, developing action plans, and assisting with preparation and dissemination of communications.
   2. Coordinates and leads team meetings.
   3. Facilitates communication and collaboration across divisions.
   4. Ensures compliance with state regulatory agencies and applicable statutes/laws.
   5. Communicates with Board of Directors as needed.
   6. Assists in District event planning and preparation.
   7. Oversees board meeting preparation.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Education and Experience:
   1. Five or more years of experience in business management or executive role.
   2. At least five years of effective labor management and/or collective bargaining experience preferred
   3. Bachelor’s degree in business administration, management, leadership or related field of study. (Masters preferred)
   4. Experience in planning and leading strategic initiatives.
   5. Excellent written, verbal and public speaking skills.
   6. Knowledge of and experience with management information systems, including computer networks and business software applications is preferred.
   7. Previous human relations experience preferred. PHR or SHRM certification preferred.
   8. Previous experience in a supervisory role within accounting/finance industry preferred.
2. Skills
   1. Analytical - Synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs workflows and procedures.
   2. Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
   3. Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others' ideas, tries new things and displays a high level of emotional intelligence.
   4. Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.
   5. Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.
   6. Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives.
   7. Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.
   8. Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; Follows through on commitments.
   9. Language - Ability to read and comprehend instructions, correspondence, and memos. Ability to write correspondence, and effectively present information in one-on-one situations, small group situations and to third parties and employees of the organization.
   10. Mathematical – Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to perform clinical calculations, compute rate, ratio, and percent and to draw and interpret bar graphs.
   11. Computer - Knowledge of database software; Internet software; Project management software; Spreadsheet software and word processing software.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, provided that doing so does not create undue hardship or present a direct threat to the health or safety of the employee or others.

While performing the duties of this Job, the employee is regularly required to sit, talk, hear, grasp (moving paperwork) and repetitive wrist, hand and/or finger movement (keyboard/calculator). The employee is occasionally required to stand; walk; reach with hands and arms; stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 1 pound; occasionally lift and/or move 2 - 5 pounds; and rarely lift 11- 30 pounds (for example, carrying cases of paper to, moving records boxes). Specific vision abilities required by this job include clarity of vision at 20 inches or less; ability to see up and down or to right or left while fixed on point, while working at computer and desk and reading spreadsheets.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is occasionally exposed to outside weather conditions. The employee is occasionally exposed to moving mechanical parts and fumes or airborne particles. The noise level in the work environment is usually moderate.