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.
The primary duties and responsibilities of this position are to assist the MEMA Hazard Mitigation Unit (aka Mitigation Unit), and the Disaster Recovery Unit (aka Recovery Unit), and coordinate with the Fiscal Unit for successful implementation of federally funded natural mitigation and recovery grant programs in the Commonwealth. The Mitigation and Recovery Grants Support Coordinator will work directly with the Mitigation Unit, Recovery Unit, Fiscal Unit, and others internal/external to the organization to ensure that appropriate contract and related supporting documentation is prepared and maintained in compliance with governing federal, state and other applicable laws, regulations, policies and procedures.
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DETAILED STATEMENT OF DUTIES & RESPONSIBILITIES:
- Assists Mitigation and Recovery Units', and coordinate with the Fiscal Unit to develop State Contract packages (and related forms) for FEMA-funded mitigation grant awards.
- Reviews contract documents for accuracy, completeness, and content, and for compliance with state and federal governing laws, rules, regulations and policies to ensure the inclusion of required information.
- Prepares new contracts and contract amendments (extensions, scope of work modifications, budget changes) for all HMGP, LPDM, PDM, BRIC, FMA, and PA grants statewide. Coordinates with sub-recipients for necessary signatures; coordinates with Fiscal for State processing.
- Reviews and processes reimbursements for all HMGP, LPDM, PDM, BRIC, FMA, and PA grants statewide - and compare all requests for reimbursement against both Federal and Programmatic requirements for compliance. Coordinate with sub-recipients for necessary backup documentation; circulate reimbursement packages for review/approval by Mitigation and Recovery Staff, and Section Chief; coordinate with Fiscal for processing.
- Creates, maintains & updates both hardcopy and electronic project files for Mitigation and Recovery Grant projects.
- Working with the Mitigation and Recovery Units', monitors the execution of contracts and contract related activities in order to ensure compliance with agreements and established performance standards.
- Assists the Mitigation and Recovery Unit' to monitor and coordinate the grant applicant's quarterly performance reports for submission to FEMA. Review submitted reports for accuracy, completeness and compliance with established standards and requirements.
- As necessary, coordinates verbally and in written format with other members of the State Hazard Mitigation Team regarding mitigation projects and programs.
- Coordinates verbally and in written format with entities external to the organization, including but not limited to local officials, other state agencies, private non-profit organizations and others as needed regarding mitigation projects, programs and execution of contracts.
- Coordinates with FEMA and grant recipients on appropriate mitigation and recovery project close-out documentation.
- Updates and maintains current information in MEMA's Grant Maintenance & Report Generation system database, FEMAGo, and other databases and reporting systems.
- Attends and participates in the State Hazard Mitigation Team meetings, Mitigation Grant Program briefings, Interagency Committee meetings, and other meetings as necessary for successful Mitigation Program implementation.
- Attend and participate in State Disaster Recovery Team meetings, public assistance grant program briefings, Interagency Committee meetings, and other meetings as necessary for successful public assistance program implementation.
- Interacts and communicates with grant recipients (local officials, other state agencies, etc.) to respond to inquiries related to grant applications, contract requirements and status, performance reporting, reimbursements and other grant related information.
- Reviews and prepares overrun requests for approval by State; send to FEMA for approval; process overrun contracts and reimbursements once approved and obligated by FEMA.
- Processes closeouts of all grants, both internally and through requests to FEMA for closeout and de-obligation.
- As directed, coordinates and/or attends various meetings and training opportunities both internal and external to the agency and Mitigation and Recovery Units'.
- As directed, coordinates and conducts grant compliance monitoring and technical assistance with grant and sub-grant recipients.
- As directed, support programs, activities and contract related work of the Mitigation and Recovery Units' and Mitigation and Recovery programs, including the Public Assistance (PA) and Individual Assistance (IA) programs.
- Be present in the State Emergency Operations Center (SEOC) during activations to support operations, with an emphasis on the agency's mitigation and recovery needs.
Additional Duties:
- May be assigned to participate in, or support training programs, drills and exercises.
- May be assigned to work in or support the State Emergency Operations Center, one of MEMA's Regional Emergency Operations Centers, or a local, regional or state Emergency Operations Center or command post during disasters, emergencies, incidents and pre-planned events. May also be assigned to support field response or recovery operations.
- May be required to work extended hours, including during nights and weekends in the event of a disaster, emergency, incident or threat affecting the Commonwealth, or in support of pre-planned events or activation of a state, regional or local emergency operations center.
- May be required to travel within and outside of the Commonwealth in support of work assignments and responsibilities. Travel may require overnight stays.
- May be required to carry and use a two-way public safety radio during duty hours.
- Must have basic computer knowledge and experience, and a willingness and ability to learn and use work-related software programs, applications, and technology systems.
- Must have reliable transportation to and from work or assigned locations on a daily basis as well as during emergency activations or operations.
- Must have the ability to form harmonious working relations with others, and to work well with others and as part of a team.
- Fulfill other work-related assignments as required or assigned.
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) three 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, or (B) 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 experience.
II. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required 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 experience.
Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
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.
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An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
The Commonwealth is an Equal Opportunity Employer 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.