DEPT OF EMERGENCY AND MILITARY AFFAIRS

The Department of Emergency & Military Affairs (DEMA), led by The Adjutant General, provides emergency management and military capabilities to the citizens of Arizona and the nation. The Emergency Management Division consists of three sections—operations, preparedness, and financial administration. Each section works collaboratively across the agency and with external partners to manage emergency responses and reduce the impacts of disasters. Additionally, DEMA is the headquarters for the Arizona National Guard, the primary combat reserve of the United States military. The Arizona Army and Air National Guard provide military forces and equipment to accomplish community, state, and federal missions.

PROGRAM SPECIALIST

Job Location:

Work Location: Papago Park Military Reservation (PPMR), Phoenix, AZ

Posting Details:

Salary: $19.4691 - $27.1410 per hour (DOE) 

Grade: 20

Closing Date: 11/25/2024

Job Summary:

This position is responsible for performing a broad range of response, assessment, and monitoring duties related to State and federal grants. Responsible for delivering technically sound mid-level comprehensive management and oversight of Public Assistance grants to State, and local governments, and certain types of private non-profit organizations. This role provides program oversight varying in technical complexity while also advising local community members and political leaders to ensure programmatic requirements and procedural rules are followed during grant administration.

Job Duties:

Responsibilities include:
• Works with stakeholders through full-life cycle grant administration for Public Assistance by providing technical programmatic support through continued assistance of programmatic needs for various specific grant(s) requirements. Maintenance of financial files and database records, in accordance with records retention requirements. Verifying that all records meet all federal and State requirements.
• Administers complex reimbursement requests of grants, ensuring all applications and supporting documentation are complete, accurate, and compliant ensuring the claimed costs are consistent with the work performed. Performs detailed and critical document overview of work submissions in accordance with State and federal eligibility criteria. Monitors status of all projects for Applicants in preparation of submission of final documentation for auditing purposes.
• Responsible for tier two level technical support for the State’s Help Desk for all Public Assistance grant portals and provides direct technical assistance to stakeholders. Provides programmatic support to external partners/clients and internal staff for grant specific programs. Initiate and maintain programmatic records for legally required reporting purposes such as audit and federal inquiries.
• Conducts, and documents, correspondence with Applicants and DEMA/EM staff. Assists Applicants in acquiring the required comprehensive documentation and analyzes language for legal compliance. Distinguishes complex issues that require decisions from leadership.
• Attends regular staff meetings. Attends training workshops to learn and maintain a working knowledge of State and Federal Public Assistance programs for processing disaster applications/submissions and preparing accurate documentation of costs to repair or replace damaged infrastructure.
• Attends agency required training for specific SEOC positions and performs duties as assigned through internal agency policy.
• Other duties as assigned as related to the position.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:
• Objectives, policies, legislation and regulations governing the delivery of recovery Public Assistance.
• FEMA grant management, Grants Portal, and Grants Manager requirements. Knowledge of State and federal file retention and reporting rules.
• Knowledge of State and federal file retention and reporting rules.
• Knowledge of grant reimbursement processes and requirements.
• Modern office, accounting, and records management methodology and technology.
• Principles and practices of organizational management and audit processes.

Skilled in:
• Presenting ideas and concepts orally and in writing.
• Examining accounting records and evaluating compliance for reimbursement given a set guidelines and regulations.
• Operating a personal computer and appropriate software.
• Operating various communication tools and software including M