Hazard Mitigation Program Assistant (Emergency Management Program Specialist 1)

Hazard Mitigation Program Assistant

Emergency Management Program Specialist 1

Camp Murray, WA

The Washington Emergency Management Division (EMD) is seeking a critical thinking, detail oriented, creative, positive, and motivated professional to join its Hazard Mitigation team. Under the supervision of the State Hazard Mitigation Officer, this position is responsible for providing professional level emergency management and grants administration assistance in support of Washington's federally funded mitigation grant programs.  

As a part of the Washington Military Department, the EMD leads and coordinates mitigation, preparedness, response, and recovery in Washington State to minimize the impact of disasters and emergencies on the people, property, environment, and economy.

The state's Emergency Management Division is a civilian division of the Washington Military Department.  This is a civilian (non-military) position tasked with coordinating between state agencies, local jurisdictions, tribes, and federal partners to help EMD administer community resilience and natural hazard risk-reduction grants throughout the state.

About the Washington Military Department

Protecting people is our passion.  At the Washington Military Department, we combine our unique talents to create safer communities and ensure our neighbors and loved ones can recover from whatever emergency might arise.  Our agency unites civilian employees with members of the Washington National Guard, creating a team that is deeply committed to public service.  We go home at night knowing that our day-to-day work supports activities that truly make a difference.  Whether that's partnering with our communities to prepare for a disaster, leading an emergency response, hiring top-notch talent or supporting at-risk kids at our Washington Youth Academy - the Washington Military Department seeks to safeguard our way of life and those that call Washington home.

To learn more about the Washington Military Department, please visit: www.mil.wa.gov

In addition to job fulfillment, the Washington Military Department offers an excellent benefits package which includes exceptional health care coverage, a retirement savings plan and job training opportunities.   

Responsible to route, track, and maintain all assigned grant program documentation.

• Ensure timely and efficient processing of submissions from state agencies, local jurisdictions, private non-profits, and tribal governments.

• Receive, process organize, and track grant application documents, award and contract documents, and closeout documents.

• Work with Hazard Mitigation Coordinators to provide feedback and programmatic guidance to sub-recipients during grant submission periods.

• Receive, process, and transmit grant reimbursement requests and backup documentation to assist that grant funds are disbursed in accordance with programmatic guidelines.

Develop, maintain, and utilize internal processes and systems to assist Hazard Mitigation staff conduct effective grant administration through the phases of the grant lifecycle: application, implementation, and closeout.

• Assist with the development and maintenance of sub-grant status tracking spreadsheets.

Develop, route, and track grant award contracts and amendments.

• Assist Hazard Mitigation Coordinators and Contracts office to draft sub-grant contracts and route contract documents through the execution process.

Responsible to compile, route, and track sub-grant progress reports.

• On a quarterly basis, work with Finance Office to produce roll-up reports and reconciliation of assigned charge code accounts.

• Reconcile payment requests and reimbursements with Finance Office.

• Work with Hazard Mitigation Coordinators to complete FEMA's quarterly reporting requirements.

• Prepare sub-grantee case management files for records retention.

Assist with preparation and delivery of Hazard Mitigation training seminars, technical workshops, and program outreach.

• Assist in developing, hosting, and sharing webinars and presentations on mitigation specific topics.

• Work with Hazard Mitigation Coordinators to develop and track outreach activities.

REQUIRED QUALIFICATIONS

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.

DESIRED QUALIFICATIONS

Experience:

• Grants Management: Assisting in the development, negotiations, implementation, monitoring, and evaluation of grants for federal, state, local governments, and/or private entities.

Skills and Abilities to:

• Analyze and apply complex and technical materials such as federal and state laws.

• Utilize Microsoft Office Suite (Word, Excel, Access, PowerPoint, SharePoint, or similar programs) to develop documents in support of program objectives.

Compensation: Wage/salary depends on qualifications or rules of promotion.

CONDITIONS OF EMPLOYMENT

Background Investigation: Must successfully complete the appropriate background checks required for employment.  Must be willing to sign releases of information and shall not have access to any investigative materials and files.  The processing of background checks can take up to six months post-employment.  Failure to successfully pass a background check may be cause for termination.

Union Shop Provision: This position is covered by a union shop provision - Washington Federation of State Employees.

Driver's License:

• Valid to drive in the State of Washington.

• Must meet requirements of the REAL ID Act.  This is required for base access and will be required upon hire.

Military Facility: Willingness to work on a Military Controlled Access Installation.

Camp Murray uses the Defense Biometric Identification System (DBIDS) for entry to the installation.  Must meet access requirements / background check which can be found in the Camp Murray Access Requirements Policy (Unified Policy No. 18-01).  This includes possession of an Enhanced Driver's License, or other REAL ID Compliant Identification.

Work Hours: A choice between a Tuesday through Friday (4/10 schedule): Monday through Thursday (4/10 schedule): or Monday through Friday (5/8 schedule).  Actual hours will start no earlier than 6:00 am and end no later than 6:00 pm, and will include core business hours of 8:00 am to 4:00 pm.

Telework: This position is eligible for telework. The incumbent will work with their supervisor to identify an appropriate work schedule and balance between remote and in person work based on operational need and employee preference. Reporting to the workstation for work activities or participating in-person meetings will be needed.

Emergency Assignment: Upon activation of the State Emergency Operations Center (SEOC) or Joint Field Office (JFO), incumbent may be required to work in an alternate location with rotating shifts, including weekends and evenings, in a highly stressful and fast-paced environment.

Travel: Occasional statewide travel may be required up to 5% to include overnight stays.  

Application Process

Individuals interested in applying for this position should select the "Apply" button and submit the following:

• A current state application profile, and

• Responses to the Supplemental Questions (Note that your responses to the supplemental questions will be used for interview selection), and

• Cover Letter (no more than two pages), and

• Resume, and

• A list of three professional references.  Please include at least two past/current supervisors, one peer and subordinate if applicable.  For each reference include the following:

• Name

• Professional Title

• Working Relationship

• Daytime Phone Number

• Email Address

A resume will not substitute for completing the "work experience" section of the application.

The information provided in your application must support your supplemental questionnaire responses.  Responses not supported in your application and those referring to "see resume" will disqualify you for consideration of employment from this recruitment.  

This recruitment may be utilized to fill additional EMPS 1 vacancies for an additional 60 days after the recruitment closing date.

If you have questions about the application process or this recruitment, please email Mistina Venesky at mistina.venesky@mil.wa.gov

The Washington Military Department is an equal opportunity employer. We value the importance of creating an environment in which all employees can feel respected, included, and empowered to bring unique ideas to the agency. Our diversity and inclusion efforts include embracing different cultures, backgrounds and viewpoints while fostering growth and advancement in the workplace. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, disabled and Vietnam era veterans, as well as people of all sexual orientations and gender identities are encouraged to apply. Persons with disabilities and/or limited English proficiency needing assistance in the application process, or those needing this job announcement in an alternative format may contact the Recruitment Section of State Human Resources at: Email: mistina.venesky@mil.wa.gov, Call: (253) 512-7389, or 711.