Agency Representative

AREP Incident Position Description

The Agency Representative (AREP) facilitates coordination, cooperation, and dialogue between the Incident Management Team (IMT) and host Agency Administrator (AA). The AREP reports to the host unit AA or designee and works with the Command functional area.

Prepare and Mobilize

• Ensure individual readiness.
• Gather critical information pertinent to the assignment.
• Travel to and check in at assignment.
• Check in with the IMT and AA or designee.
• Review Incident Action Plan (IAP), local Fire Management Plan (FMP), Delegations of Authority (DOA), briefing packets, and Wildland Fire Decision Support System (WFDSS) plans.

Build the Team

• Establish a communication plan with the IMT Incident Commander (IC) and AA. Other contacts may include the regional director, unit Fire Management Officer (FMO), IMT Public Information Officer (PIO) and/or unit Public Affairs Officer (PAO), Tribal council representative, and any other local stakeholders.

Supervise and Direct Work Assignments

• Provide leadership and guidance in all areas of the interagency Incident Command System (ICS), mobilization, and demobilization guidelines, and procedures.
• Identify, analyze, and use relevant situational information to make informed decisions and take appropriate actions.

Perform Agency Representative-Specific Duties

• Establish contact with host unit fire staff and the AA or designee.
• Obtain objectives, intent, priorities, and expected duties from AA and/or designee.
• Assist the AA/Line Officer with their duties during wildland fire incidents.
• Attend IMT in-brief and agency briefings and debriefings as directed.
• Attend IMT morning briefings and evening planning meetings to inform AA, host unit fire staff, and IMT of any specific local unit concerns regarding communication plans, suppression plans, land management concerns, evacuation procedures/duties and responsibilities, initial attack duties/responsibilities, and cultural or archeological concerns.
• Meet with PIO and PAO to assist with establishing community meeting opportunities or requests. Request that PAO is involved with any IMT communication plans.
• Review or help procure and write DOA for IMT, Rescinding of Delegation for IMT, DOA for post wildfire recovery team, and suppression rehabilitation standards documents.
• Review WFDSS decisions if requested, assist AA with WFDSS procedures and help IMT to attain necessary/timely signatures.
• If working on trust lands, coordinate with the Regional FMO and Bureau of Indian Affairs (BIA) Agency Superintendent to obtain authorization and priority of involving Tribal Council in decision making and meetings with IMT.
• Establish contact with Resource Advisors (READ) assigned to team, to ensure cultural priorities are known and accounted for during both suppression and rehabilitation activities.
• Provide daily updates to AA and any other requested stakeholders, including agency national operations/and or fire director, regional director, Tribal council representative, host unit fire staff, IMT Liaison Officer (LOFR), Tribal historic preservation officer, and cultural resources specialist.
• Attend closeout cost-share meeting and assist AA in evaluating cost-share agreement, in coordination with IMT representatives and other agency land managers.
• Attend closeout with IMT and AA.

Communicate and Coordinate

• Communicate effectively through meetings and briefings with multiple resources and other ICS functional areas.
• Follow established processes and chain of command for collecting, producing, and distributing information.
• Ensure clear understanding of expectations and timely communication within and across ICS functional areas and chain of command.
• Conduct and/or participate in After Action Reviews (AAR).

Manage Risk

• Coordinate development of communication plans regarding evacuation and initial attack duties and responsibilities and ensure these are distributed to all incident resources and stakeholders.

Document

• Ensure incident closeout package is complete and that all pertinent IMT duties/responsibilities have been performed prior to IMT transition or demobilization from incident.

Demobilize

• Plan for demobilization. Ensure incident and agency demobilization procedures are followed.
• Assist IMT in assuring that all required forms, reports, and documentation are complete prior to assigned resource departing the incident.
• Ensure equipment and supplies are returned to appropriate unit.
• Provide host unit with required paperwork, evaluations, and AREP closeout report in a timely manner upon demobilization to home unit.
• During transfer of command:
  • Ensure continuity of operations.
  • Exchange critical safety information.
  • Communicate transfer of authority through established chain of command.
• Upon demobilization, report status to home unit including reassignment or estimated time of arrival (ETA) to home unit.