OPS Adm. & Mgmt. Cost Specialist - 31902115

Requisition No: 841996 

Agency: Division of Administrative Hearings

Working Title: OPS Adm. & Mgmt. Cost Specialist - 31902115

 Pay Plan: Temp

Position Number: 31902115 

Salary:  $30.00/hour 

Posting Closing Date: 12/06/2024 

Total Compensation Estimator Tool

Admin & Management Cost Specialist - OPS 
 Bureau of Recovery
State of Florida Division of Emergency Management
This position is located in Tallahassee, Florida

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

FDEM 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 is a professional position located within the Administrative & Management Cost Team of the Bureau of Recovery’s Public Assistance Unit, which is responsible for receiving, tracking, and managing the use of management costs authorized under the Public Assistance (PA) Program. The Administrative & Management Cost Team is also responsible for the development of FDEM’s own PA projects, managing the Validate as You GO (VAYGo) process for the Division, assisting with the F-ROC program, and other related projects as assigned.

• Assists in the implementation of recipient reimbursement strategies and administration of FEMA’s Public Assistance Grant Program. 
• Assists with the reviews and validations of applicant documentation as it relates to the Florida Recovery Obligation Calculation (F-ROC) program.
• Performs duties in compliance with applicable federal and state laws, rules, and procedures.
• Analyzes, prepares, submits, and maintains data for reimbursement requests on behalf of the Division, in accordance with all applicable laws and rules.
• Reviews programs, services, forms and reports, historical data, and confers with management and users to identify problems and improvements.
• Compiles all data in a logical and efficient format.  
• Provides comprehensive analysis of findings on Project-to-Project basis that lends to the completion and accuracy of such project.    
• Consults with federal, state, and local officials on matters applicable to the reimbursement of administrative and management costs.
• Acts as liaison between FEMA and the Division as needed, as well as technical subject matter experts, in the processing of Recovery reimbursement projects.
• Works with Bureau’s PA grant managers to recover funds paid to applicants that are in excess of the amounts they were entitled to receive by offsetting those identified amounts against other PA funds requested by applicants. 
• Performs other duties and travel as required, as well as disaster related duties, as deemed appropriate in both declared and non-declared disaster events.

Knowledge, Skills, and Abilities:

• Knowledge of FEMA’s Public Assistance rules and policies established under the Stafford Act.
• Knowledge of the reimbursement of management and administrative costs specifically, as they are associated with administering the FEMA Public Assistance Grant Program.
• Ability to provide technical assistance to state and local governments and other entities on contracts/grants and payments.
• Ability to independently develop timelines and deadlines for multiple projects to successfully complete work accurately and on time. 
• Ability to collect, analyze, and interpret contract/grant programmatic and financial data.
• Knowledge of and ability to apply basic accounting and auditing principles and procedures.
• Skilled in the use of the Microsoft Office suite of computer software, which would include developing and manipulating spreadsheets in Microsoft Excel, drafting documents/reports in Microsoft Word on current statuses of projects/issues, and developing presentations for external and internal stakeholders.  
• Ability to utilize problem-solving techniques and conduct fact-finding research. 
• Ability to plan, organize, and coordinate work assignments. 
• Ability to communicate effectively with others verbally and in writing. 
• Ability to establish and maintain effective working relationships with others.
• Ability to successfully complete and maintain the Florida Certified Contract Manager (“FCCM”) in compliance with Section 287.057 and 215.971 (2)(a)1. F.S.
• Knowledge of the fundamentals of grants management and compliance with Section 215.97 and 215.971, Florida Statutes.

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.