Public Assistance Program Assistant (Emergency Management Program Specialist 1)

State of Washington•Pierce County – Lakewood, WA

2d•Hybrid

About The Position

The Washington Emergency Management Division (EMD) is seeking an organized, energetic, positive, and motivated Public Assistance Program Assistant that will provide professional level emergency management support related to disaster and recovery efforts. The Public Assistance Program administers the state and federal public assistance and infrastructure program for all disasters designated as a Presidential Declared Disaster. The Public Assistance Program enables governments, communities, non-profit organizations, and tribes to recover from the immediate and long-term impacts of disasters. The program provides state and federal funds to these agencies for the repair and restoration of damaged public facilities, as well as to reimburse the agencies for a portion of the costs associated with emergency work and debris removal due to the disaster.

Requirements

Bachelor's Degree
Professional level experience in emergency management, financial management (grant, contracting, claims management, budgeting), training/education, public information/affairs, program/project management, environmental analysis/planning, civil/structural engineering, legislative affairs, and/or urban planning will substitute, year for year, for the education requirement.
Experience working in an emergency management organization at or above the Office Assistant Senior or equivalent level will substitute, year for year, for the education requirement.

Nice To Haves

Coordinating and processing grants, contracts, reimbursement requests, or other financial transactions; maintaining program records and tracking systems; interpreting and applying federal and state laws, regulations, policies, and procedures; and communicating with internal and external partners to resolve issues and complete program requirements.
Manage multiple projects, assignments, and competing priorities simultaneously.
Quickly adapt work plans and priorities in response to changing program needs, emerging issues, and time-sensitive requests.
Organize and track multiple assignments while maintaining accuracy, attention to detail, and established timelines.
Work independently, exercise sound judgment in prioritizing assignments, and recognize when issue require escalation.
Remain effective and professional in a fast-paced environment with frequent interruptions and changing priorities.
Analyze and apply complex and technical materials such as federal and state laws.
The ability to take action to learn and grow.
The ability to take action to meet the needs of others.
Utilize Microsoft Office Suite (Word, Excel, Access, PowerPoint, SharePoint, or similar programs) to develop documents in support of program objectives.
Developing and maintaining tracking systems for grants.

Responsibilities

Perform grant documentation and grant funds reimbursements.
Develop and monitor grant contracts.
Coordinate and process grant awards ensuring timely grant processing and delivery.
Coordinate and process grant funds reimbursement requests.
Coordinate and ensure timely process Sub-recipient refunds received.
Review and annotate grant award general and special conditions.
Grant reporting to federal and state oversight agencies.
Assist the PA Program Manager and FMAG Program Manager in coordinating and completing Sub-recipient grants closure reporting to federal and state oversight agencies.
Initiate grant closure procedures and assist in contract and grant close-out process.
Ensure all mandated special conditions such as insurance requirements, environmental requirements, archeological/historic requirements, and hazard mitigation completion requirements have been reviewed and certified.
Reconcile all payment requests and reimbursements with Finance Office to ensure fund balance accuracy.
Ensure Sub-recipient case management files for records retention ensuring the entire file is complete with all construction and non-construction documentation.
Assist in the data gathering for the PA Program Preliminary Damage Assessment (PDA) for inclusion in the Governor's request to the President for federal assistance.
Track work program deadlines, prioritizing incoming assignments, and manage data/documentation, including FEMA-State PDA results and scorekeeping.
Assist with PA training seminars, technical workshops, and outreach presentations in coordination with PA leadership.
Serve in operational roles throughout the disaster lifecycle - from IDA/PDA and State EOC operations through JFO, transition, and long-term recovery activities, including field assignments, travel, shift work, and extended hours.