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Public Information Program Supervisor

Company: MASS
Location: Framingham
Posted on: September 19, 2022

Job Description:

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

This position is designated as an Emergency Personnel Position. Due to the nature of the job functions and responsibilities associated with this position, the person in this position may be required to report to work during an emergency, or during non-business hours to support agency operations, even if state offices are closed or other state workers are excused from work.

This position supervises and provides guidance to the Public Information Officer (PIO). The PI Program Supervisor is expected to perform all the Public Information Program functions.

  • Leads the activities of the Public Information program, which includes planning, coordinating, administering, and evaluating programs, projects, processes, procedures, systems, standards, and services.
    • Guides the coordination of content on various media, including printed material, social media, website updates, cable television station, and other outreach and communications tools; oversees the agency's website, including updates and upgrades.
      • Develops a broad understanding of agency's functions and initiatives to prioritize messages and manage departmental behavior. This work should be done in coordination with Divisions and program areas.
        • Responsible for the development and implementation of a comprehensive crisis communications program that includes ongoing coordination with partner agencies, public communication, and coordination with media partners. This also includes the development of a Joint Information Center with corresponding equipment, plans, procedures, and training to support messaging and communications pertaining to longer-term disaster responses and special events.
          • In partnership with state agencies and local partners, develop a PIO corps that can support long-term emergency operations and ensure membership receive and maintain training.
            • Provides media relations advice for agency leadership.
              • Oversees the implementation and development of new public outreach tools for the agency, directs the modification and improvement of current tools, and collaborates with program areas to identify the needs and solutions for complex communications problems.
                • Manages the implementation and development of new public outreach tools for the agency, oversees the modification and improvement of current tools, and collaborates with program areas to identify the needs and solutions for complex communications problems.
                  • Responsible for the design, development, and implementation of MEMA's community preparedness and resilience programming. This is a new initiative that will include modernized curriculum for building preparedness and resilience at the individual, household, community, and organizational level.
                    • Develop training programs for MEMA personnel and local partners on crisis communications, social media, and public speaking and engagement.
                      • This position reports to the Assistant Director for Planning and Preparedness. When coordinating with the media and developing emergency-related messages, content, and communications, the Public Information Program Supervisor may work closely with MEMA's Director. During non-business hours, the Program Supervisor may coordinate directly with the Director and on-call response staff.
                        • When MEMA is coordinating emergency response and recovery efforts, the Public Information Program Supervisor may serve as the spokesperson in the Emergency Operations Center (EOC), or an alternate location.
                          General Public Information Program Staff Duties

                          The Public Information Program performs public information and preparedness activities on behalf of the agency, including, but not limited to:
                          • Preparing and disseminating preparedness messaging and information to the public
                          • Ensures all emergency management programs and services are equally accessible to and effective for individuals with access and functional needs (AFN) and those with limited English proficiency.
                          • Developing and implementing preparedness campaigns and initiatives
                          • Supporting preparedness activities
                          • Preparing and disseminating media releases and advisories
                          • Responding to inquiries from members of the media
                          • Coordinating the agency's public information activities with the Executive Office of Public Safety and Security, the Governor's Office, and other agencies and organizations
                          • Preparing and disseminating emergency and non-emergency information to the public, media and stakeholders pertaining to agency and State Emergency Operations Center activities
                          • Developing content/information for the agency's website, and posting information to the agency's website
                          • Supporting emergency communications to the public via the agency's alert and warning platforms
                          • Supporting public information and messaging needs for pre planned events
                          • Promoting the agency and emergency management through stakeholder engagement, tours of MEMA's facilities, public information and outreach, and other activities
                            Public Outreach & Preparedness
                            • The Public Information Program staff supports MEMA's mission by increasing public awareness of threats and hazards, sharing information with the public in anticipation of, and during disasters, emergencies, and pre-planned events and promoting personal, family, business, and community preparedness.
                              • The Program staff play an active role in community preparedness. They will thoroughly develop preparedness campaigns, videos, toolkits for locals, and outreach strategies. Staff may work with Executive Level Agencies to prepare citations, promote campaigns, and other related tasks.
                                • The Program uses several platforms and medium to communicate with the public and stakeholders, including, but not limited to social media, Agency's website, print media, radio, television, email, presentations, tours, meetings, expositions, and conferences. Staff make recommendations on the use of new or different communications tools, systems, and methods to enhance the agency's public information activities and outreach.
                                  • The Program ensures all emergency management programs and services are equally accessible to and effective for individuals with access and functional needs (AFN) and those with limited English proficiency.
                                    Working with the Media
                                    • Under the directions of Senior Leadership, the Public Information Program staff respond to inquiries from and communicates with the media. Members maintain good relationships with members of the media and maintains distribution and contact lists to facilitate communication with the media.
                                      • Program staff serve as a point of contact with public, private, and non-profit agencies and organizations seeking or needing general information about the Agency, preparedness information, emergency and non-emergency information about the State Emergency Operations Center and response and recovery activities, and emergency management.
                                        • The Program staff work with Agency staff and external stakeholders on developing and disseminating information to the public, and related messaging. Staff develop/draft handouts and brochures, media releases, social media posts, remarks, presentations, and content for the agency's website.
                                          Promotes the Agency
                                          • The Public Information Program work across social media platforms to maximize MEMA's web presence and outreach. Staff maintain the Agency website and provides content and support for the Agency's SharePoint. Members document Agency activities through photojournalism and are expected to attend meeting, exercises, activations, press conferences, and other events as directed.
                                            • The Program staff serve as goodwill ambassadors and give tours, presentations, and other educational endeavors on behalf of the Agency.
                                              • The Program maintains the Agency's archives and maybe responsible for building and displaying exhibits.
                                                Planning, Emergencies, Activations, and Afterhours
                                                • The Public Information Program draft and contribute to emergency plans or serve as subject matter experts for the Planning Unit.

                                                  • The Program staff are responsible for communicating with the public, media, and/or coordinating with other agencies, as necessary, with incident related information requirements. Staff are responsible for developing and releasing information about the incident to the news media, incident personnel, and other appropriate agencies and organizations.

                                                    • When the State Emergency Operations Center (SEOC) is activated, a Program staffer may assume the Public Information Officer position within the SEOC. A PIO may operate as the Public Information Branch, or as an Emergency Support Function (ESF). A PIO may serve as part of a Joint Information System (JIS) and may serve in a Joint Information Center (JIC).

                                                      • Program staff are responsible for ensuring the whole community has access to emergency information. The PIO must develop products or the means to communicate with entire population, including those with without hearing, eyesight, or speak a different language.

                                                        • Program staff will be assigned to an SEOC standby team and will have on call responsibilities. On occasion, the staff may be asked to be available, and respond to media inquiries during non-activation emergencies.

                                                          • Program staff are responsible for recruiting and training a PIO cadre of Agency employees.

                                                            Qualifications:
                                                            First consideration will be given to those applicants that apply within the first 14 days.

                                                            MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.

                                                            Substitutions:

                                                            I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required (A) experience.*

                                                            II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience.*

                                                            III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required (A) experience.*

                                                            *Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

                                                            NOTE: No substitutions will be permitted for the required (B) experience.

                                                            QUALIFICATIONS REQUIRED AT HIRE:
                                                          • Knowledge of the principles and practices of human resource management including behavioral techniques, planning, forecasting, organizational development, etc.
                                                          • Knowledge of work simplification methods.
                                                          • Knowledge of the methods used in the preparation of charts, graphs and tables.
                                                          • Knowledge of the methods of general report writing.
                                                          • Ability to understand, explain and apply the laws, rules, regulations, policies, etc. governing assigned unit activities.
                                                          • Ability to analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations.
                                                          • Ability to gather information by examining records and documents and by questioning individuals.
                                                          • Ability to assemble items of information in accordance with established procedures.
                                                          • Ability to determine proper format and procedure for assembling items of information.
                                                          • Ability to maintain accurate records.
                                                          • Ability to prepare and use charts, graphs and tables.
                                                          • Ability to prepare general reports.
                                                          • Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence.
                                                          • Ability to follow written and oral instructions.
                                                          • Ability to give written and oral instructions in a precise, understandable manner.
                                                          • Ability to communicate effectively in oral expression.
                                                          • Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and or evaluations; determining subordinates training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
                                                          • Ability to establish rapport with others.
                                                          • Ability to establish and maintain harmonious working relationships with others.
                                                          • Ability to deal tactfully with others.
                                                          • Ability to adjust to varying or changing situations to meet emergency or changing program requirements.
                                                          • Ability to exercise sound judgment.
                                                          • Ability to exercise discretion in handling confidential information.
                                                            Knowledge of the principles, practices and techniques of supervision.

                                                            Comprehensive Benefits

                                                            When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

                                                            Want the specifics? Explore our Employee Benefits and Rewards!

                                                            Executive Order #595: As a condition of employment, successful applicants will be required to have received COVID-19 vaccination or an approved exemption as of their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment. Applicants who receive an offer of employment who can provide documentation that the vaccine is medically contraindicated or who object to vaccination due to a sincerely held religious belief may make a request for exemption.

                                                            An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

                                                            The Commonwealth is an Equal Opportunity E.mployer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role

Keywords: MASS, Framingham , Public Information Program Supervisor, Other , Framingham, Massachusetts

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