Executive Assistant II (CEMA) - Deputy Commissioner

Description

Salary: $68,796 - $129,402

Position Grade: 17M

Department: City Emergency Management Agency

Job Type: Full-Time (Permanent)

Examination Number: EX1598

Location: Downtown - St. Louis, MO

This position assumes command and control of CEMA in the absence of the Commissioner, including full decision-making authority for emergency declarations, public-facing representation, and executive functions. The Executive Assistant II supervises subordinate staff that includes Emergency Management Specialists, GIS/Situational Awareness Specialist, Administrative Assistant I and other positions as required. Emergency Availability: 24/7/365 - Must respond within 60 minutes of notification during emergencies. During EOC activations, this position transitions to emergency response roles as described, which may require extended hours (12+ hour shifts), weekend and holiday work, and sustained operations for the duration of the incident.

Essential Functions and Responsibilities:

Staff Supervision, Development, and Performance Management

• Serves as the primary day-to-day supervisor for CEMA operational staff, providing direct oversight for up to seven professional and administrative positions. Plans, organizes, assigns, and directs work activities to ensure accomplishment of agency mission objectives and alignment with the Commissioner's strategic direction. Conducts regular one-on-one meetings with direct reports to provide feedback, identify obstacles, and ensure professional growth. Develops and implements staff work plans with measurable objectives tied to agency priorities and federal compliance requirements.
• Reviews and evaluates staff work products against established standards, identifying training needs and performance gaps. Prepares and signs performance plans and appraisals in accordance with City personnel policies. Provides documentation to support corrective and disciplinary actions when warranted. Resolves informal grievances and formal grievances at the first step. Initiates hiring processes, interviews applicants, and makes recommendations for hires, transfers, and promotions. Ensures new employees receive comprehensive onboarding including orientation to CEMA systems, processes, and expectations.
• Creates and maintains a culture of accountability, continuous improvement, and mission focus. Coordinates cross-training among staff to ensure operational continuity and succession depth. Mentors staff toward professional certification goals (CEM, AEM) and career advancement. Identifies and addresses morale issues, workload imbalances, and interpersonal conflicts before they impact agency effectiveness. This position is accountable for the work performance of subordinate staff and bears responsibility for ensuring staff actions align with agency policies, City regulations, and professional standards.

Emergency Operations Center (EOC) Readiness and Administration

• Functions as the EOC Manager with primary responsibility for maintaining the City's Emergency Operations Center in a constant state of operational readiness. Develops and maintains EOC standard operating procedures (SOPs), position checklists, activation protocols, and demobilization procedures. Ensures all EOC systems, equipment, and technology platforms are tested, maintained, and functional, including WebEOC incident management software, audio-visual systems, communications equipment, and backup power systems.
• Establishes and maintains EOC staffing rosters identifying primary and alternate personnel for all ICS positions. Coordinates with City departments to ensure departmental EOC representatives understand their roles, have current training, and are prepared to support activations. Develops and implements a schedule for regular EOC equipment testing, including weekly communications checks, monthly system verifications, and annual full-scale functional tests. Maintains EOC supply inventories and coordinates procurement of consumables, reference materials, and replacement equipment.
• Creates and refines EOC operational workflows including information management processes, resource tracking procedures, situation reporting formats, and shift change protocols. Develops scalable activation configurations (Levels 1-3) with clear criteria for escalation and de-escalation. Ensures compliance with accessibility requirements and continuity of operations planning for the EOC facility. Produces after-action reports following activations identifying strengths, areas for improvement, and corrective action recommendations. Implements continuous improvement processes to incorporate lessons learned into updated procedures and training programs.

Steady State & Emergency Response Operations

• During EOC activations, serves as the Operations Section Chief or Incident Commander depending on incident type, scale, and duration. Assumes EOC command responsibility on a rotating basis with the Commissioner to ensure continuous leadership coverage during extended activations (typically 12-hour operational periods). Exercises decision-making authority for resource deployment, operational priorities, and tactical coordination when serving in command capacity.
• Directs Operations Section activities including coordination of field response elements, liaison with on-scene incident commanders, tracking of operational objectives, and management of branch/division/group supervisors assigned to the EOC. Ensures development and execution of Incident Action Plans (IAPs) in accordance with NIMS doctrine, including operational period objectives, resource assignments, and safety considerations. Coordinates resource requests through appropriate channels including mutual aid activation, state emergency management, and federal assistance when authorized.
• Maintains situational awareness through review of field reports, GIS products, weather briefings, and intelligence updates. Briefs the Commissioner and Policy Group on operational status, resource needs, and emerging issues. Ensures ICS forms (201, 202, 204, 213, 214, 215, etc.) are properly completed and maintained for documentation and potential federal reimbursement. Participates in unified command structures with partner agencies when incidents require multi-jurisdictional coordination. Demonstrates calm, decisive leadership under pressure and maintains command presence during high-stress, rapidly evolving situations.

Operational Planning, Compliance, and Documentation

• Oversees the development and maintenance of CEMA operational procedures, ensuring alignment with NIMS doctrine, EMAP accreditation standards, and federal compliance requirements. Reviews and approves agency standard operating procedures (SOPs), operational guides, and administrative protocols developed by staff. Ensures planning products including the Emergency Operations Plan (EOP), hazard-specific annexes, and department-specific appendices undergo regular review cycles in accordance with FEMA CPG 101 guidance.
• Monitors agency compliance with NIMS implementation requirements and coordinates corrective actions when gaps are identified. Tracks completion of required training, exercises, and plan updates against established timelines. Supports EMAP accreditation efforts by ensuring operational functions meet established standards and documentation requirements. Reviews exercise design and after-action reports for alignment with Homeland Security Exercise and Evaluation Program (HSEEP) doctrine.
• Ensures proper documentation practices across all agency activities, including maintenance of official records, archival of incident documentation, and retention of compliance evidence. Coordinates with the Grants Manager to ensure operational activities meet grant performance requirements and deliverable timelines. Produces operational reports, briefing materials, and status updates for the Commissioner. Identifies and tracks corrective actions from audits, inspections, after-action reports, and improvement plans to completion. Maintains awareness of emerging best practices, regulatory changes, and doctrinal updates affecting emergency management operations.

Acting Commissioner and Executive Succession

• Serves as Acting Commissioner during the Commissioner's absence due to travel, leave, illness, or other circumstances, assuming full decision-making authority for all agency functions. Represents CEMA to elected officials, City leadership, media, and the public when serving in acting capacity. Coordinates emergency declaration recommendations with the Mayor's Office and legal counsel. Provides executive-level briefings to the Director of Public Safety and other City officials as required.
• Maintains comprehensive knowledge of all CEMA programs, initiatives, and pending matters to ensure seamless continuity when assuming acting authority. Participates in executive-level meetings, policy discussions, and strategic planning sessions to remain current on organizational direction. Coordinates with the Commissioner on agency priorities, pending decisions, and external commitments to ensure alignment during transitions. Signs official correspondence, authorizes expenditures within established limits, and makes operational decisions in accordance with delegated authority.
• This position is explicitly designated as the first successor to the Commissioner in the agency's line of succession. The incumbent should be prepared to assume the role of Commissioner permanently if circumstances require, including demonstrating the strategic vision, political acumen, and professional network necessary for executive leadership. Develops and maintains relationships with regional emergency management partners, state officials, and federal counterparts independent of the Commissioner to ensure continuity of external relationships.

Interagency Coordination and Operational Support

• Supports the Commissioner's external engagement by providing operational context, briefing materials, and technical expertise for meetings with partner agencies, regional organizations, elected officials, and community stakeholders. Represents CEMA at operational-level interagency coordination meetings when the Commissioner's attendance is not required. Participates in regional working groups, mutual aid coordination bodies, and professional associations to maintain peer relationships and stay current on regional initiatives.
• Coordinates with City departments on emergency management program implementation, ensuring departmental emergency plans align with the citywide EOP and CEMA procedures. Supports development of interdepartmental agreements, mutual aid compacts, and memoranda of understanding. Provides operational input for grant applications, legislative initiatives, and policy proposals. Attends and participates in professional development opportunities to maintain certifications and expand professional capabilities. Performs other duties as assigned by the Commissioner to support agency mission accomplishment.

Knowledge, Skills, and Abilities:

• Equipment to be operated: Computer workstation and standard office productivity software; emergency management information systems including WebEOC or similar incident management platforms; geographic information systems (GIS) software; mass notification and public alerting systems; multi-line telephone systems and mobile communication devices; radio communications equipment including VHF/UHF portable and mobile radios; emergency operations center audio-visual systems including video conferencing platforms; City vehicle for emergency response and field operations; and specialized emergency management equipment as required for incident response.
• Physical requirements: Work is primarily sedentary with occasional walking, standing, and light lifting (up to 25 pounds). During emergency activations, extended periods of sitting at workstations and sustained mental concentration are required. Must be able to operate standard office equipment and emergency communications systems.
• Environmental conditions: Work is normally performed in an office and EOC environment under generally safe and comfortable conditions. During activations, exposure to high-stress situations, interaction with distressed individuals, and rapidly changing conditions is expected. Occasional field visits to incident sites, shelters, or partner facilities may involve exposure to outdoor weather conditions or damaged structures.
• Schedule demands: This position requires 24/7/365 availability for emergency response, unless leave is preapproved. During activations, extended work hours (12+ hour shifts), weekend and holiday duty, and multi-day sustained operations should be expected. The incumbent must be able to report to the EOC within 60 minutes of notification during emergencies. Regular work schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with in-office presence required five days per week.

Qualifications

Bachelor's degree in Emergency Management, Public Safety Administration, Public Administration, Homeland Security, Organizational Management, or a closely related field; plus five years of progressively responsible experience in emergency management, public safety, or homeland security, or closely related field; including at least two years in a supervisory or management capacity with demonstrated responsibility for staff development, performance management, and operational oversight. OR an equivalent combination of education, training, and experience.

Required Training and Certifications:

• ICS-300: Intermediate ICS for Expanding Incidents
• ICS-400: Advanced ICS Command and General Staff (or ability to complete within 12 months of hire)
• FEMA Independent Study courses: IS-100, IS-200, IS-230, IS-235, IS-240, IS-241, IS-242, IS-244, IS-700, IS-800 (or ability to complete within 6 months of hire)

License: Must possess and maintain a valid driver's license while employed by the City of St. Louis. Must possess a valid driver's license at the time of filing application and be able to present it upon request. Please note type of license, number, class and expiration date on the Employment Application. Only qualified applicants who provide proof of a valid driver’s license will be considered for this position.

Preferences: Experience that includes direct involvement in emergency operations center (EOC) activations, incident management, and multi-agency coordination.

Preferred Certifications and Credentials:

• Certified Emergency Manager (CEM) – International Association of Emergency Managers
• Associate Emergency Manager (AEM) – International Association of Emergency Managers
• Executive Fire Officer (EFO) – National Fire Academy
• Chief Fire Officer (CFO) – Center for Public Safety Excellence
• Missouri Professional Emergency Manager Certification
• Military equivalent certifications or leadership program completions (e.g., Command and General Staff College, Senior Enlisted Academy)

Scoring Components and Their Weights

Experience and Training: 100%

Subject to:

• Background Investigation: Pass/Fail
• Medical Examination: Pass/Fail

• As part of the background investigation, applicants must pass the minimum screening requirements as determined by CALEA in order to work in the St. Louis Metropolitan Police Department Headquarters.

Documentation of Academic Credentials must be Submitted Upon Request

When completing the Employment History and the Educational/Training History sections of the Employment Application, please be as thorough as possible when describing your education, training and experience relating to this position. Applicants will only receive credit for their experience, training and education as shown on the application. Resumes will not be accepted as a substitute to a fully completed application. Incomplete applications will not be considered.

Veterans Preference Points

To be eligible for veteran's preference points, the applicant must submit a copy of their DD 214 Certificate of Release or Discharge from Active Duty with the Employment Application or upon request. The Director of Personnel may, in their discretion, accept alternate documentation.

City Residence Preference Points

City residents who pass an examination for a position in the classified service and do not receive any other preference will receive a five (5) point preference on a scale of 100 points on the exam. An additional one (1) point shall be added to the passing score of City residents who receive any other preference on a scale of 100 points. City residents must have resided in the City for at least one (1) year at the time of filing their application to be eligible for the preference points.

Accommodations

If assistance with the job application is necessary based on a physical impairment, mental impairment, or otherwise, they should reach out to the Office on the Disabled with contact information. This office will not disclose any information that an applicant or employee has a disability or has discussed possible accommodations without the applicant's or employee's prior consent.

Job Posting:

Mar 19, 2026, 2:34:35 PM