Fiscal Services Administrator II

Maryland•Anne Arundel, MD

3d•Onsite

About The Position

The Maryland Department of Emergency Management (MDEM) is seeking a diligent and detail-oriented individual to join their team and contribute to making Maryland a safer place. This position operates within an on-call rotating schedule for the State Emergency Operations Center (SEOC), requiring 24/7 availability for emergencies, which may include 12-hour shifts and extended periods for consequence management activities. The role is part of the Mission Support Directorate, Homeland Security and Preparedness Grants Branch, reporting to the Chief Financial Officer. The primary responsibility is managing the daily operations, personnel, and overall effectiveness of the Homeland Security & Preparedness Grants Branch, which administers a significant portfolio of homeland security, preparedness, and other non-disaster emergency-management grants. This includes supervising grant-administration personnel, establishing procedures, ensuring accuracy and timeliness, and overseeing the entire administrative lifecycle of grant awards from application to closeout. The position requires a comprehensive understanding of grant programs, coordination with various stakeholders including Accounting, program owners, project managers, and federal agencies, and advising executive leadership on grant status, risks, and needs. The role also involves identifying and escalating compliance concerns, missed deadlines, and risks, and supporting departmental programs and strategic priorities.

Requirements

Three (3) years of experience supervising staff, including assigning work, evaluating performance, and ensuring timely completion of responsibilities.
Two (2) years of experience administering or managing federal grants with responsibility for subrecipient oversight, including reviewing reimbursement requests, monitoring compliance with grant requirements, overseeing reporting, and resolving performance or financial issues.
One (1) year of experience performing financial management functions, such as budget development, expenditure review, reconciliation, or financial reporting.

Nice To Haves

Two (2) years of experience administering or managing federal preparedness and/or homeland security grants
Experience developing and implementing grant administration procedures and internal controls.

Responsibilities

Performs emergency and disaster prevention, response, and recovery duties as assigned.
Staffs the State Emergency Operations Center during exercises and actual emergency or disaster activations.
Completes required training and maintains competencies for State Emergency Operations Center duties.
Performs assigned command, coordination, supervisory, financial, administrative, planning, documentation, or operational functions.
Works extended or nonstandard hours, including nights, weekends, holidays, and 12-hour shifts, when required by an activation.
Reports to an alternate location when required by a Continuity of Operations Plan activation.
Manages the Homeland Security & Preparedness Grants Branch and directly supervises assigned personnel.
Plans, directs, coordinates, and evaluates the daily operations of the Homeland Security & Preparedness Grants Branch.
Establishes work priorities, assignments, deadlines, quality standards, service expectations, and individual performance expectations.
Reviews work products for accuracy, completeness, consistency, timeliness, compliance, and responsiveness.
Approves leave and time records and ensures appropriate staffing, workload distribution, cross-training, and continuity of operations.
Participates in employee recruitment and selection and provides onboarding, training, coaching, mentoring, and professional development.
Evaluates employee performance, completes performance evaluations, recognizes effective performance, and addresses performance or conduct concerns.
Develops and maintains a sustainable distribution of duties to ensure continuity.
Establishes and maintains Branch procedures, workflows, desk guides, checklists, templates, quality-control processes, records-management standards, training materials, and performance measures.
Conducts regular staff meetings and individual supervisory meetings.
Determines which matters may be resolved within the Branch and which require escalation to the Chief Financial Officer.
Provides the Chief Financial Officer with timely and accurate information concerning Branch performance, staffing, workload, deadlines, risks, deficiencies, and resource needs.
Oversees the administrative lifecycle and portfolio management of grants assigned to the Homeland Security & Preparedness Grants Branch.
Oversees administrative pre-award, application, award, post-award, subaward, amendment, reporting, reimbursement, monitoring-support, closeout, and records-retention activities for grants.
Maintains comprehensive knowledge of grant program requirements, terms, conditions, and deadlines.
Reviews authoritative guidance and communicates relevant requirements to affected personnel.
Leads or coordinates the administrative development, review, submission, and tracking of grant applications.
Coordinates with program owners, project managers, and stakeholders to obtain necessary information for grant applications and administration.
Ensures accepted awards are accurately established and requirements are communicated.
Oversees the development, issuance, amendment, administration, and closeout of subawards.
Ensures subrecipients receive accurate and timely guidance.
Monitors award and subaward timelines, balances, reporting deadlines, and administrative risks.
Ensures required programmatic and administrative reports are complete, accurate, supported, reviewed, approved, and submitted by deadlines.
Coordinates and maintains primary responsibility for the Branch’s annual Budget and Project Management Plan.
Oversees administrative closeout activities.
Identifies actual or potential grant-administration deficiencies and recommends corrective actions.
Maintains grant data, documentation, reporting, reimbursement controls, and financial coordination for the Branch’s portfolio.
Ensures grant information in the Grants Management System and other tracking mechanisms is accurate, complete, current, and supported.
Establishes and maintains portfolio-level reports or tracking mechanisms.
Performs or directs periodic reviews of grant-administration data to identify issues.
Coordinates with MDEM Accounting and other financial personnel to compare grant-administration records with financial information and resolve differences.
Ensures subrecipient reimbursement requests receive timely and consistent review for administrative completeness and compliance.
Returns incomplete, inconsistent, unsupported, or insufficiently reviewed reimbursement requests with clear explanations.
Coordinates with program owners or project managers when programmatic confirmation is necessary to evaluate a reimbursement request.
Coordinates with Accounting and accounts-payable personnel to track reimbursement requests and support processing.
Reviews grant-funded requisitions to determine funding availability and consistency with award requirements.
Provides Accounting personnel with necessary grant information to support financial activities.
Reviews portfolio-level financial or drawdown information to identify potential inconsistencies and communicates concerns.
Coordinates with the Payroll and Federal Funds Reconciliation Analyst and other financial personnel to resolve grant-level discrepancies.
Responds to authorized requests for grant reports, analyses, status information, and decision-support materials.
Maintains complete, organized, accessible, and audit-ready grant-administration records.
Coordinates grant administration with program management, program delivery, compliance, monitoring, environmental-compliance, audit, and internal-control functions.
Coordinates with the Chief Program Management Officer to establish cross-functional priorities, responsibilities, timelines, and escalation procedures.
Provides the Chief Program Management Officer with timely and accurate information concerning grant administration matters.
Identifies matters requiring action, information, validation, or decisions from program owners, project managers, or compliance personnel and coordinates through the Chief Program Management Officer.
Coordinates with program owners, project managers, and other operational stakeholders to align grant-administration requirements with project execution.
Advises the Chief Program Management Officer when programmatic information is incomplete, inconsistent, delayed, or unavailable.
Coordinates with the Business Compliance and Internal Controls Supervisor concerning subrecipient risk assessments, monitoring, findings, and corrective actions.
Provides necessary documentation to support monitoring, audit, environmental-compliance, or internal-control activities.
Ensures Branch personnel cooperate with authorized monitoring, audit, internal-control, and environmental-compliance activities.
Reviews monitoring, audit, internal-control, and environmental-compliance results affecting grants.
Implements and documents corrective actions assigned to the Branch and coordinates when implementation requires action by others.
Communicates known subrecipient-performance issues, deficiencies, concerns, or potential noncompliance to appropriate personnel.
Ensures that monitoring findings, special conditions, corrective actions, and award restrictions are reflected in grant-administration records and processes.
Maintains the distinction between routine grant administration and independent monitoring, audit, and internal-control functions.
Elevates significant, recurring, unresolved, or potentially systemic concerns to both the Chief Financial Officer and Chief Program Management Officer.
Leads process improvement and supports other Departmental programs, projects, and strategic priorities.
Identifies process gaps, inefficiencies, duplicative activities, inconsistent practices, unclear responsibilities, documentation weaknesses, and other operational risks.
Conducts research and analysis and develops recommendations concerning Branch workflows, staffing, systems, procedures, training, and performance measures.
Coordinates implementation of approved improvements and evaluates their effectiveness.
Participates in committees, workgroups, meetings, workshops, training events, and other forums.
Leads or supports special projects, analyses, reports, briefings, and other assignments.
Advises the Chief Financial Officer when additional assignments may affect Branch workload, priorities, or deadlines.
Supports Departmental and statewide activities and Maryland’s strategic emergency-management and homeland-security objectives.
Performs other related duties consistent with the position’s classification and role.