Administrative Assistant II - OPS - 31902083

Requisition No: 837270 

Agency: Division of Emergency Management

Working Title: Administrative Assistant II - OPS - 31902083

 Pay Plan: Temp

Position Number: 31902083 

Salary:  $25.00 hourly 

Posting Closing Date: 11/20/2024 

Total Compensation Estimator Tool

Program Support 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 Non-Disaster Program Manager in the Non-Disaster Unit of the Mitigation Bureau. General duties and responsibilities consist of providing overall program support to the Flood Mitigation Assistance (FMA), Flood Mitigation Assistance (FMA) Swift Current, the Pre-Disaster Mitigation (PDM), the Building Resilient Infrastructure and Communities (BRIC) programs, and any other assigned grants. General duties and responsibilities consist of:

• Research, preparation of outreach materials, report writing (i.e. research special hazard mitigation issues and provide written opinion), planning and evaluation, monitoring, conducting presentations/trainings, and performing a variety of technical activities for federally funded traditional/nontraditional mitigation projects in compliance with applicable federal and state laws, rules and procedures. 
• Provide support to the Mitigation programmatic unit management and Lead with the procedures/reviews/assignments of federal grant applications and projects to ensure compliance with applicable requirements.
• Provide support to program/programmatic areas during daily activities, workshops, and seminars.
• Provide technical, fiscal, and management assistance to applicants applying for mitigation funds under the laws and rules prescribed by the Federal Emergency Management Agency, the Executive Office of the Governor, and other applicable authorities.
• Ensure that agreement rules and records are maintained and prepare required reports regarding the status of awarded grants.
• Support and conduct all aspects of Grants Management including the following: Notices of Funding Availability; Application process; process contract and sub-grant payments and closeout packages; conduct desk and on-site sub-grant monitoring, including development of corrective action plans and follow-up activities.
• Convey information clearly in writing and orally, edit and finalize letters.
• Conduct training for co-workers on Non-Disaster Grant Program issues.
• Respond to public and other inquiries about mitigation, either by phone, letter, or email.
• Attend meetings, training, and workshops related to the Non-Disaster Grant Program.
• Perform other related duties and travel as assigned to include disaster duties as a result of declared and non-declared disasters.

• Assist the Programmatic Management and Lead in administration of the Non-Disaster Grant Program.
• Assist the Programmatic Lead in quality control reviews and audits relating to grant and contract management.
• Assist in reviewing financial documentation submitted to ensure technical correctness, numerical accuracy, and completeness.
• Assist in developing and managing Non-Disaster Grant Program policy and procedures.
• Provide status reports on projects underway and oversee project timelines. 
• Prepare and maintain financial reports on program activities.
• Keep updated on the changes or variations of the Standard Operational Procedures for Mitigation Programs and Programmatic Unit.
• Maintain an automated logging system for tracking all grant/agreement payments and contracts with representatives.

Knowledge, Skills, and Abilities:

• Ability to review grant applications to ensure they comply with applicable federal requirements.
• Ability to provide technical assistance to state and local governments and other entities on mitigation related.
  issues and basic program/project review requirements.
• Ability to assist with program presentations and training workshops.
• Ability to communicate effectively to all levels of government concerning projects and program issues.
• Ability to conduct mitigation assessments and collect data from the field.
• Good verbal and written communication skills.
• Ability to organize and prioritize work tasks and work independently with little instruction.
• Ability to prepare detailed program reports as required.
• Ability to handle multi-project management.
• Ability to work well in a team setting.
• Knowledge of Microsoft Windows, Microsoft Word, Excel, PowerPoint, and Outlook.
• Ability to travel overnight and to work non-traditional hours during emergency events and assume disaster related
  duties, as necessary.

Minimum Qualifications:

• Florida Certified Contract Manager or ability and willingness to obtain it within the first 12 months of employment.

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.