DEPT OF EMERGENCY AND MILITARY AFFAIRS

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

Salary: $19.4691- $27.1410 per hour (DOE 

Grade: 20

Closing Date: November 25th, 2024

The Grant Reimbursement Coordinator will be responsible for providing mid-level comprehensive management and financial oversight of grant awards. The incumbent of this position will manage mitigation projects and their financial reimbursements under State and Federal Hazard Mitigation Assistance (HMA) programs. This position will also be assisting Emergency Management staff and applicants in developing Hazard Mitigation Grant Program (HMGP) projects during federally declared events, including Fire Management Assistance Grants (FMAG).

Personally prepares for any time (24/7) response and no-notice recall to the State or Alternate Emergency Operations Center (SEOC) and / or Joint Field Office (JFO) during disaster or exercise activations. Trains for specific SEOC positions and performs duties as assigned through internal agency policy.

Responsibilities include:
• Working with stakeholders to review grant application submissions and ensuring all application documents are complete, accurate, and compliant with State and Federal eligibility criteria.
• Administering reimbursement of grants through maintenance of financial files and database records; verifying that records meet agency requirements
• Attending training workshops to learn and maintain a working knowledge of State and Federal Public Assistance and HMA programs for assessing disaster effects. Hosting Hazard Mitigation workshops for key stakeholders.
• Performing final inspections and audits of completed projects through on-site visits, comparing completed work with approved SOW; reviewing sub-applicant provided cost documentation to insure the claimed costs are consistent with the work performed; preparing Final Inspection Reports (FIR) of completed work through on-site visits.
• Performing interim inspections of work and progress through on-site visits. Comparing work-in-progress with approved Scope Of Work (SOW). Addressing SOW changes, financial changes, and amendments as necessary.
• Advise supervisors of grant program reporting issues, provide assistance and technical information to stakeholders, and explain grant program rules, regulations, policies, and procedures for financial audit purposes.
• Processing and uploading Quarterly Reports in eGrants and FEMA GO. Ensuring e-files and hard copies regarding project information are properly filed and updated per document retention requirements.

Knowledge of:
• Objectives, policies, legislation and regulations governing emergency preparedness management programs and systems.
• Auditing and accounting methods and techniques.
• Modern office and records management methodology and technology.
• Principles and practices of organizational management and audit.
• Basic mathematical computation.

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 Microsoft Office applications, Adobe Acrobat, Google Meets, and FEMA GO.
• Acting as a primary point of contact for inter-agency communications.

Ability to:
• Listen effectively and take action based on communication received.
• Work independently in a highly demanding environment and capable of handling tasks with varying deadlines.
• Establish and maintain effective interpersonal relationships with coworkers, and applicants.
• Multitask and manage time efficiently. Understand problems and limitations specific to natural and man-made disasters.
• Maintain accurate and orderly records, including hard copy files and e-files.

Desired qualifications include any combination of experience, education, and training that meets the knowledge, skills, and abilities as described. The preferred candidate should have experience in FEMA's Hazard Mitigation Assistance (HMA) program, FEMA GO grant portal, and/or NEMIS grant portal. Preference given to those familiar with audit and review of financial documentation, P.O.s and procurement proceedings.

Special Job Requirements:
• This position requires possession of and ability to retain a current, valid state-issued driver's license appropriate to the assignment. Employees who drive on state business are subject to driver's license record checks, must maintain acceptable driving records and must complete any required driver training (see Arizona Administrative Code R2-10-207.12.)
• In State and out of state travel required.
• Selected incumbent is required to pass a criminal background investigation and have identification enabling them to enter federal facilities.
• Individual is required to pass a criminal background investigation.

If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The State of Arizona offers a comprehensive benefits package to include:
• Sick leave
• Vacation with 10 paid holidays per year
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

Learn more about the Paid Parental Leave pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

Eligible DEMA employees participate in excellent retirement programs provided by the Arizona State Retirement System (ASRS) and for fire personnel the Public Safety Personnel Retirement System (PSPRS).

If you have any questions, please feel free to contact hr@azdema.gov.
DEMA is a smoke-free work environment.
ADA/EEO Employer
The State of Arizona is an Equal Opportunity and Reasonable Accommodation Employer