Requisition No: 835424 Agency: Division of Emergency Management Working Title: Recovery Administration & Plans Officer - 31001676 Pay Plan: SES Position Number: 31001676 Salary: $77,607.20 annually Posting Closing Date: 08/29/2024 Total Compensation Estimator Tool Recovery Administration & Plans Officer Bureau of Recovery 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 is a highly professional program management position in the Bureau of Recovery, which serves as the Bureau's Administration and Plans Officer. This position is responsible for supervising five administrative units which support the Bureau's various Recovery Programs and services. Duties and responsibilities include: Providing management and oversight of the Admin & Plans Section's units: Recovery Systems Administration: 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. Contract Management: This unit provides oversite related to the Recovery 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 of 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. Tracks, researches, and prepares 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 Agency's F&A 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. Plans: This unit maintains all the Bureau's procedural documents, to include programmatic plans, such as the PA Admin Plan, job aides, standard operating procedures, etc. This unit comprises the SERT Planning Section during activations of the State Emergency Operations Center. Providing oversight and facilitation of the Bureau's programmatic plans, contract monitoring, reporting, coordination of revisions/implementation of internal processes, and performance measures for recovery staff. Maintaining 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. Ensuring Bureau policies and procedures are standardized, developed, tracked, and maintained for all program areas. Facilitates the development of process maps for Bureau process and programs. Supporting Bureau Chief and Deputy Bureau Chief(s) in preparing and processing personnel actions for Bureau positions. Attending conferences, meetings, workshops, and other engagements related to Recovery. Staffing the State Emergency Operations Center, 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. Performing other duties as assigned. Knowledge, Skills, and Abilities: 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 Agency 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. Minimum Qualifications: Must be a Florida Certified Contract Manager (FCCM) or have the ability and willingness to obtain certification within the first 12 months of employment. Special Notes: 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. 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. Location: TALLAHASSEE, FL, US, 32399