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FISCAL SERVICES ADMINISTRATOR II

Grants Administration Branch Manager

Recruitment #23-004529-0003

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Introduction

The Maryland Department of Emergency Management (MDEM) is looking for a diligent, detail-oriented individual who is excited about making Maryland a safer place to live and work.

MDEM’s mission is to proactively reduce disaster risks and reliably, and manage consequences through collaborative work with Maryland’s communities and partners. MDEM is the Department of State government with the primary responsibility and authority for emergency preparedness policy, and for coordinating hazard mitigation, incident response, and disaster recovery. MDEM is a national leader in Emergency Management that provides Maryland residents, organizations, and emergency management partners with expert information, programmatic activities, and leadership in the delivery of financial, technical, and physical resources “to shape a resilient Maryland where communities thrive.” We do this by being Maryland's designated source of official risk reduction and consequence management information.

NOTE: This position operates within an on-call rotating schedule according to assignment within the State Emergency Operations Center (SEOC) to attend to all emergencies on a statewide 24/7 basis. This may involve working 12-hour shifts and extended periods of time in support of 24-hour consequence management activities.

GRADE

20

LOCATION OF POSITION

5401 Rue St Lo Drive, Reisterstown, MD 21136

Main Purpose of Job

This position resides within the Mission Support Directorate, Program Management Office, Grants Administration Branch and reports to the Chief Program Management Officer.
The Grant Administration Branch Manager (GABM) manages the day-to-day operations and ensures the health of the Grants Administration Branch (GAB). This includes the supervision, training, and professional growth of three grant supervisors, a grant administrative lead, and an EHP contract which collectively facilitate the administration of 9 federal grant programs totaling over $70 million . The GABM also ensures integrity and accuracy in grant administrative data through expert-level competency when utilizing MDEM’s financial, grant, and other software/data tools. The GABM is expected to oversee the full lifecycle of grant management for the grants as well as achieve and maintain a mastery of understanding of all federal requirements as articulated in the applicable grant Notice of Funding Opportunities (NOFOs) within the GAB purview. The GABM serves as the primary advisor for the Chief Project Management Officer (CPMO) in regards to the current progress, health, and operations of the GAB from application to closing phases of all grants. The GABM must also achieve and maintain an intermediate-level of proficiency as it relates to monitoring and controlling cost, scope, schedule, and risk elements for Maryland projects supported by grants.

POSITION DUTIES

 1. Emergency and disaster prevention, response, and recovery operations as needed and/or assigned by Department Secretary, Deputy, Directors, or Consequence Management personnel. The Employee is expected to staff the State Emergency Operations Center (SEOC) upon activation for real-world emergency/disaster incidents and exercises. The Employee will attend training and retain competencies to be appropriately prepared for SEOC staffing needs including all levels of the National Incident Management System’s Incident Command System (NIMS/ICS) and WebEOC, which the SEOC utilizes. Employee supports SEOC activations, which may involve extended work hours, as well as extraordinary stress levels, given that a disaster event would occur requiring SEOC activation. Employee is expected to perform command and supervisory functions for incident management needs with competence and reliability under the NIMS/ICS. The employee may be required to report to an alternate location to perform SEOC duties, in the event of a COOP Plan activation. 

2.Serve as a MDEM Duty Officer on a rotating basis, including providing guidance to the MJOC and recommendations to MDEM senior leadership.

3. Manage the day-to-day operations of the Grants Administration Branch (GAB) including, but not limited to:

· Providing direct supervision to the GAB supervisors

· Providing evaluation of, development of, and discipline of grant supervisors

· Ensuring training is available to grant supervisors, specifically, and all GAB staff, in general.

· Supporting the identification of branch process and training inefficiencies

· Supporting, coordinating, and managing all administrative pre-award, post-award, monitoring/controlling, and closing processes for all grants within the GAB

· Leveraging PMO resources to rectify process and training inefficiencies through development and codification of process documents and training materials.

· Ensuring all data in the Grants Management System is accurate and timely.

· Ensuring all data in the Grants Management System (GMS) aligns with data in the Financial Information Management System (FMIS)

· Creating and maintaining an easily referenceable master schedule of grant activities to synchronize work across the branch and larger PMO.

· Coordinating, and holding primary responsibility for, the development of the Branch’s Project Management Plan (PMP)

· Coordinating with the Senior Program Support Officer (PSO) to ensure information of significant change requests to MDEM PMPs, and the related impacts, are jointly understood.

4. Identify higher-level PMO process gaps and/or inefficiencies germane to GABM position workflow, elevate appropriately to CPMO, and develop potential solutions for identified gaps and/or inefficiencies.

5. Assist with other programs and projects as directed by the CPMO, including but not limited to participation on the Finance and Grants Process Improvement Committee (FGPIC).

6. Support all other Department statewide activities and/or Maryland’s strategic goals and objectives for homeland security as directed by the MDEM Secretary, MDEM Deputy Executive Director, and/or Mission Support Director.

MINIMUM QUALIFICATIONS

Experience: Six (6) years of experience in administrative staff or professional work.

Education: Graduation from an accredited high school or possession of a high school equivalency certificate.

Notes:

1. Candidates may substitute 30 credit hours from an accredited college or university for each year up to two years of the required experience.

2. Candidates may substitute the possession of a Bachelor's degree from an accredited college or university and three years of experience in administrative staff or professional work for the required experience.

3. Candidates may substitute the possession of a Master's degree from an accredited college or university for four years of the required experience.

4. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work related to the administration of rules, regulations, policy, procedures, and processes, or overseeing or coordinating unit operations or functioning as a staff assistant to a higher-ranking commissioned officer on a year-for- year basis for the required experience.

SELECTIVE QUALIFICATIONS

Applicants must meet the selective qualification(s) to be considered. Include clear and specific information on your application regarding your qualifications.

 

· 2 years of federal grants management experience

· 2 years of supervisory, team/project lead, or other demonstrated leadership experience

DESIRED OR PREFERRED QUALIFICATIONS

Preference will be given to applicants who possess the following preferred qualification(s). Include clear and specific information on your application regarding your qualifications.

  1. Experience managing Department of Homeland Security/Federal Emergency Management Agency grants, specifically, Homeland Security Grant Program (State Homeland Security Program/Urban Area Security Initiative), Non-Profit Security Grant Program, and Emergency Management Performance Grant.
  2. Experience utilizing Google Sheets and Google Suite
  3. Experience working in financial management systems
  4. Experience working in grant management systems

LICENSES, REGISTRATIONS AND CERTIFICATIONS

Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator's license valid in the State of Maryland.

SELECTION PROCESS

Please make sure that you provide sufficient information on your application to show that you meet the qualifications for this recruitment. All information concerning your qualifications must be submitted by the closing date. We will not consider information submitted after this date. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the eligible (employment) list for at least one year.

EXAMINATION PROCESS

The assessment may consist of a rating of your education, training, and experience related to the requirements of the position. It is important that you provide complete and accurate information on your application. Please report all experience and education that is related to this position.

BENEFITS

FURTHER INSTRUCTIONS

Online applications are highly recommended. However, if you are unable to apply online, the paper application and supplemental questionnaire may be submitted to: Maryland Department of Emergency Management, 5401 Rue Saint Lo Drive, Reisterstown, MD 21136. Paper application materials must be received in our office by the closing date for the recruitment. No postmarks will be accepted.

For questions regarding this recruitment, please call 410-702-3714.

MD TTY Relay Service 1-800-735-2258.

We thank our Veterans for their service to our country.

People with disabilities and bilingual candidates are encouraged to apply.

As an equal opportunity employer, Maryland is committed to recruitment, retaining and promoting employees who are reflective of the State's diversity.




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