Contract Specialist - OPS - 31902301

Requisition No: 832708

Agency: Division of Emergency Management

Working Title: Contract Specialist

• OPS - 31902301

Pay Plan: Temp

Position Number: 31902301

Salary: $25.00 hourly

Posting Closing Date: 07/22/2024

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Contract Specialist

• OPS

Bureau of Mitigation

State of Florida Division of Emergency Management

This position is located in Tallahassee, FL

The Florida Division of Emergency Management 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. The Division of Emergency Management (FDEM or Division) 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.

The Division 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, the Division manages the State Watch Office; the 24-hours 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".

Position Overview and Responsibilities:

This position reports to the Fiscal Operations Manager of the Mitigation Fiscal Operations Section located in the Bureau of Mitigation. This position supports the State's Mitigation efforts for the following disaster and non-disaster programs: Hazard Mitigation Grant Program (HMGP), Flood Mitigation Assistance (FMA), Pre-Disaster Mitigation (PDM), Building Resilient Infrastructure and Communities (BRIC), Hurricane Loss Mitigation Program (HLMP), and any other State or Federal mitigation grant programs that may be assigned to the Bureau. The position will provide technical, fiscal, and management assistance to the project managers.

• Ensure compliance is maintained with applicable federal and state laws, rules, and procedures, develops and monitors subgrant agreements for federal disaster and non-disaster mitigation grants and for state mitigation grants for awarded projects.

• Responsible for maintaining agreement rules and records and preparing required reports regarding the status of awarded grants.

• Maintain an automated logging system for tracking all grant/agreement payments and contracts with grant sub-recipients.

• Maintain project files by filing original agreements, modifications, requests for reimbursement documentation, and other documentation as required.

• Review all financial documentation submitted by applicants to ensure technical correctness, numerical accuracy, and completeness before submission to the Governor's Authorized Representative for payment approval.

• Assist in entering and maintaining data entry in federal financial systems used by the HMA program.

• Perform other related duties and travel as assigned, including disaster activation duties as a result of Presidentially and non-declared disasters.

Knowledge, Skills, and Abilities:

• Knowledge of grants or contract administration and processing.

• Demonstrate computer software skills, including word processing skills and skills in database/spreadsheet software, including but not limited to Microsoft PowerPoint.

• Demonstrate ability to compute and verify numerical and accounting data.

• Demonstrate ability to manage all aspects of contract/grant management, including preparation of funding agreements, processing of reimbursements, and monitoring plans.

• Demonstrate ability to understand and apply rules, regulations, policies, and procedures.

• Ability to manage financial program activities and coordinate with program staff to accurately prepare financial reports.

• Ability to prepare detailed financial reports and competently present them to the Operations and Management Consultant Manager for use in administration of Mitigation programs and other levels of government as necessary.

• Ability to conduct quality control reviews of grants and contract management and financial audits.

• Ability to provide technical assistance to state and local governments and other entities on funding agreements and payments.

• Ability to lift and work with large and bulky project files.

• Ability to work independently as well as under close supervision in approach to job tasks and assignments.

• Ability to travel overnight and to work non-traditional work hours during emergency events and assume disaster relief duties as directed.

Minimum Qualifications:

• Experience in Microsoft Word, Excel, and other Microsoft Suite products.

Preferred Qualifications:

• Experience with federal grants or federal cost principles.

• Experience with grant management work.

Special Notes:

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.

The Division of Emergency Management is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. The Division appreciates the service and sacrifices made by veterans and their family members. Further, FDEM recognizes the immeasurable value veterans bring to the workplace and is committed to increasing the number of veterans that serve in its workforce.

The Division of Emergency Management is committed to increasing recruitment and hiring of individuals with disabilities and improving employment outcomes. An individual with a disability is qualified if he or she satisfies the skills, experience, and other job-related requirements for a position and can perform the essential functions of the position with or without reasonable accommodation. Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the FDEM Human Resources Office at (850) 815-4177. FDEM requests applicants notify HR in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with section 112.0455, F.S., Drug-Free Workplace Act.

Successful completion of background screening will be required for this position.

The State of Florida and the Division of Emergency Management participate in E-Verify. This federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

In response to emergency events, Division of Emergency Management 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.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.