OPS Admin & Mgmt Cost Specialist - 31902089

State of Florida

18h•Onsite

About The Position

The Florida Division of Emergency Management (FDEM) plans for and responds to both natural and man-made disasters. These range from floods and hurricanes to incidents involving hazardous materials or nuclear power. FDEM is the liaison between federal, state, and local agencies. FDEM prepares and implements a statewide Comprehensive Emergency Management Plan, routinely conducts extensive exercises to test state and county emergency response capabilities, provides technical assistance to local governments as they prepare emergency plans and procedures, as well as conducts emergency operations trainings for state and local government agencies. FDEM serves as the lead agency for the State Emergency Response Team (SERT), whose primary goal is the coordination of the state’s efforts during disaster response and recovery. This coordination is conducted within the State Emergency Operations Center (SEOC) in Tallahassee. Additionally, FDEM manages the State Watch Office; the 24-hour a day operation tasked with providing situational awareness to stakeholders statewide. After a disaster, FDEM conducts damage assessment surveys and advises the Governor of the State of Florida on whether to declare an emergency and seek federal relief funds. It is against this backdrop that FDEM strives to demonstrate its mission of, “Coordinate, collaborate, and communicate with our community stakeholders for a resilient Florida”, along with our vision of “Leading the Profession in building prepared and resilient communities”. This position serves as an Administrative & Management Costs Specialist – OPS in the Administrative & Management Costs Team of the Bureau of Recovery’s Public Assistance Unit, which is responsible for receiving, tracking, and managing the use of management costs authorized under the Public Assistance (PA) Program. The Administrative & Management Cost Team is also responsible for the development of FDEM’s own PA projects, managing the Validate as You GO (VAYGo) process for FDEM, and other related projects as assigned.

Requirements

Knowledge of FEMA’s Public Assistance rules and policies established under the Stafford Act.
Knowledge of the F-ROC Program.
Knowledge of the reimbursement of management and administrative costs specifically, as they are associated with administering the FEMA Public Assistance Grant Program.
Ability to provide technical assistance to state and local governments and other entities on contracts/grants and payments.
Ability to independently develop timelines and deadlines for multiple projects to successfully complete work accurately and on time.
Ability to collect, analyze, and interpret contract/grant programmatic and financial data.
Knowledge of and ability to apply basic accounting and auditing principles and procedures.
Skilled in the use of the Microsoft Office suite of computer software, which would include developing and manipulating spreadsheets in Microsoft Excel, drafting documents/reports in Microsoft Word on current statuses of projects/issues, and developing presentations for external and internal stakeholders.
Ability to utilize problem-solving techniques and conduct fact-finding research.
Ability to plan, organize, and coordinate work assignments.
Ability to communicate effectively with others verbally and in writing.
Ability to establish and maintain effective working relationships with others.
Ability to successfully complete and maintain the Florida Certified Contract Manager (“FCCM”) in compliance with Section 287.057 and 215.971 (2)(a)1. F.S.
Knowledge of the fundamentals of grants management and compliance with Section 215.97 and 215.971, Florida Statutes.
Florida Certified Contract Manager (FCCM) certification or have the ability and willingness to obtain within the first 12 months of employment.
Experience using Microsoft Office Suite (Excel, Word, Outlook) with the ability to learn and navigate FDEM enterprise business systems.

Responsibilities

Assist with the implementation of recipient reimbursement strategies and administration of FEMA’s Public Assistance Grant Program.
Perform duties in compliance with applicable federal and state laws, rules, and procedures.
Analyze, prepare, submit, and maintain data for reimbursement requests on behalf of the FDEM, in accordance with all applicable laws and rules.
Review programs, services, forms and reports, historical data, and confer with management and users to identify problems and improvements.
Compile all data in a logical and efficient format.
Provide comprehensive analysis of findings on Project-to-Project basis that lend to the completion and accuracy of such project.
Consult with federal, state, and local officials on matters applicable to the reimbursement of administrative and management costs.
Act as liaison between FEMA and FDEM as needed, as well as technical subject matter experts, in the processing of Recovery reimbursement projects.
Work with PA Grant Managers to recover funds paid to applicants that are in excess of the amounts they were entitled to receive by offsetting those identified amounts against other PA funds requested by applicants.
Assist with FEMA’s VAYGo Validate as you go program.
Assist with the reviews and validations of applicant documentation as it relates to the Florida Recovery Obligation Calculation (F-ROC) program.
Perform other duties and travel as required, as well as disaster related duties, as deemed appropriate in both declared and non-declared disaster events.