Recovery Administration & Plans Officer - 31001676

State of Florida

3d • Onsite

About The Position

This highly professional program management position serves as the Administration and Plans Officer for the Bureau of Recovery and is responsible for supervising five administrative units which support the bureau’s various Recovery programs and services. Duties include, but are not limited to:

Provide management and oversight of the Admin. & Plans Section’s Units:

Recovery Systems & Planning: This unit manages access to the bureau’s grant management systems, conducting periodic audits to ensure access is properly maintained, and provides periodic reporting as requested in addition to maintaining all the bureau’s procedural documents, to include programmatic plans, such as the PA Admin. Plan; job aids; standard operating procedures; etc.
Contract Management: This unit provides oversite related to the bureau's contracts, primarily related to PA grant management staff augmentation, to include development of scopes of work and review of payment requests, ensuring contractor service delivery performance and compliance with the terms of the contracts.
Compliance & Monitoring: This unit conducts risk assessments and monitoring activities to provide assurances that recipients/sub-recipients are in compliance with state and federal laws and rules related to State Financial Assistance and Federal Domestic Assistance. Track, research, and prepare responses to internal and external audits. 
Finance & Admin.: This unit manages and performs all financial activities related to purchases for the bureau to include payments. Maintains accurate tracking of the bureau’s budget, consulting with the Bureau of Financial Management to ensure accuracy of the records. Maintains the bureau’s staffing plan. Purchases supplies and maintains accountable property. Conducts employee and stakeholder training and development. Manages special projects as assigned.
Special Grants: This unit manages federal and state grants that are not part of FEMA’s Public Assistance Grant Program. Research Non-PA Grants and Programs while tracking and maintaining a catalog of these resources. Support the bureau with program development. 

Provide oversight and facilitation of the Bureau's programmatic plans, contract monitoring, reporting, coordination of revisions/implementation of internal processes, and performance measures for the bureau.
Maintain situational awareness on all contracts and financial obligations held by the bureau, raising issues with vendor performance, tracking contract expiration, communicating other potential programmatic and financial consequences to bureau leadership timely, and identifying possible solutions.
Ensure Bureau policies and procedures are standardized, developed, tracked, and maintained for all program areas.
Facilitate the development of process maps for bureau processes and programs.
Support the Bureau Chief and Deputy Bureau Chief(s) in preparing and processing personnel actions for bureau positions.
Attend conferences, meetings, workshops, and other engagements related to the bureau.
Staff the State Emergency Operations Center (SEOC), Disaster Recovery Centers, Recovery Operations Center, and/or other state or regional facilities activated in response to an emergency, and/or ensures continuity of non-emergency bureau functions on behalf of the Deputy Bureau Chief(s) or Bureau Chief as delegated for a period of time. Staffing responsibilities may include deployment around the state pre- and/or post-disaster.
Perform other duties as assigned.

In response to emergency events, FDEM employees may be required to work irregular hours, to work more than 8 hours per day, to work extended periods (including weekends and holidays), to work at locations other than their official headquarters, and to perform duties in addition to those outlined in the employee’s position description. Employees must be able to deploy to emergency sites with limited advance notice.

Requirements

• Ability to monitor contractor/recipient/sub-recipient compliance with program requirements through review, analysis and processing of financial and program deliverables including expenditure, budgeting, staffing and progress reports, audits, and requests for payment.
• Ability to understand, interpret, and apply relevant Florida Administrative Code, Florida Statutes, and Code of Federal Regulations as well as FDEM policies and procedures.
• Knowledge of contract management in compliance with Ch. 287 F.S. and Rule 60A-1.002, FAC.
• Knowledge of grant management in compliance with Section 215.97 FS and Section 215.971 F.S.
• Ability to prepare contractual documents to include but not limited to a clearly established scope of work, deliverables directly related to the scope of work, performance criteria for each deliverable, and financial consequences.
• Ability to plan, organize, and coordinate work assignments.
• Demonstrated ability to communicate effectively both orally and in writing, and to provide technical assistance to local governments and other entities.
• Knowledge of the roles and responsibilities of federal, state, and local government entities in response to disasters.
• Demonstrated ability to work effectively in a team environment and/or individually, whether with internal or external stakeholders, on programmatic issues and/or principals.
• Ability to establish and maintain effective working relationships with others.
• Skilled in the use of personal computers, Microsoft Office products (PowerPoint, Excel and Word), and web-based applications. 
• Ability to travel for up to 14 days at a time when activated, and to work non-traditional work hours during emergency events.
• Ability to successfully complete the Florida Certified Contract Manager (“FCCM”) in compliance with Section 287.057 and 215.971 (2)(a)1. F.S. and maintain thereafter.
• Ability to manage a large staff.
• Work experience in disaster recovery or emergency management.
• A minimum of two years’ experience in a supervisory/manager role.
• Florida Certified Contract Manager (FCCM) certification or have the ability and willingness to obtain certification within the first 12 months of employment.

Responsibilities

• Provide management and oversight of the Admin. & Plans Section’s Units
• Provide oversight and facilitation of the Bureau's programmatic plans, contract monitoring, reporting, coordination of revisions/implementation of internal processes, and performance measures for the bureau.
• Maintain situational awareness on all contracts and financial obligations held by the bureau, raising issues with vendor performance, tracking contract expiration, communicating other potential programmatic and financial consequences to bureau leadership timely, and identifying possible solutions.
• Ensure Bureau policies and procedures are standardized, developed, tracked, and maintained for all program areas.
• Facilitate the development of process maps for bureau processes and programs.
• Support the Bureau Chief and Deputy Bureau Chief(s) in preparing and processing personnel actions for bureau positions.
• Attend conferences, meetings, workshops, and other engagements related to the bureau.
• Staff the State Emergency Operations Center (SEOC), Disaster Recovery Centers, Recovery Operations Center, and/or other state or regional facilities activated in response to an emergency, and/or ensures continuity of non-emergency bureau functions on behalf of the Deputy Bureau Chief(s) or Bureau Chief as delegated for a period of time. Staffing responsibilities may include deployment around the state pre- and/or post-disaster.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed