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ADMINISTRATOR I

Financial Grants & Procurement Administrator

Recruitment #20-002586-0032

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Introduction

Our mission is to proactively reduce disaster risks and reliably manage consequences through collaborative work with Maryland's communities and partners. 

NOTE: Position will be required to work in an emergency/disaster capacity according to assignment within the State Emergency Operations Structure (SEOC) and according to the Consequence Management Operations Plan (CMOP). This may involve working 12 hour shifts extended periods of time in support of 24 hour consequence management activities.  

The Maryland Emergency Management Agency (MEMA) is the agency of State government with primary responsibility and authority for emergency preparedness policy, and for coordinating hazard mitigation, incident response, and disaster recovery.  MEMA works to ensure that all Marylanders are prepared, and to make Maryland more resilient. Emergency management project managers support MEMA’s mission by administering projects and programs which ultimately enhance preparedness for all Marylanders.

GRADE

16

LOCATION OF POSITION

5401 Rue Saint Lo Drive, Reisterstown, MD 21136

Main Purpose of Job

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. The position also acts as a member of the Agency's SEOC Deliverables Workgroup and the WebEOC Workgroup and completes all roles and responsibilities for these workgroups. Chairs two committees to support MEMA during the Maryland Emergency Management Association Symposium/Committee. The employee has also completed all MEMA trainings and served as a Donation Manager for the MEMA/Maryland Aid Matrix Donations Management Program and Tabletop Exercises.

This position reports to the Fiscal Branch Manager.

This position is responsible for full-level performance and professional accounting, high level fiscal and administrative support to the Maryland Emergency Management Agency (MEMA) for the execution of Federal grant programs as assigned and their financial systems.  This position entails the developing, maintaining, reviewing and submittal of all paperwork related to the sub-grant and reimbursement of Federal funds annually averaging in excess of $66.3M. This position requires the incumbent to multi-task and meet recurring deadlines within compressed time frames while ensuring work products meet established standards for quality, accuracy and completeness. This agency functions at a full level accounting department and produces all of their own reports and journal entries which ensures strict confidentiality until information is released by the Governor. Note, this not only includes budget detail but emergency situations too (hurricane, snow, flooding, riots, terrorist acts, etc.). 

This position supports State and local efforts related to Grants, Finance, Logistics and Procurements. The position will also support Agency programs, projects, and activities related to the overall Agency mission, and may be tasked to support other related Agency programs, projects, and activities, as assigned by the Agencies Management and Leadership Personnel.

In order to fulfill these responsibilities, this position requires strong communication, managerial, supervisory, logistics, budget, grant, procurement and leadership skills, as well as strong technical and presentation skills.

POSITION DUTIES

Duties of this position include, but are not limited to:

  • Program Management: Compiles, verifies and maintains financial data records within MEMA's Grant Management System (GMS), the National Capital Region (NCR) GMS and Logistics/Finance Excel expenditure management workbooks established for each federal, state and general grant awards.
  • Records Maintenance: Serves as the lead fiscal liaison to Grants in supporting all local jurisdictions, state and federal agencies in the mirroring of all grant related paperwork from initial budget input to final grant close-out into the MEMA/GMS and NCR/GMS financial systems.
  • NCR Sub Grant Management: The incumbent ensures timely submittal of sub-grantee supporting reimbursement requests, individual payroll reports and related supporting documentation to the NCR Grant Liaison.
  • Agency Grants Support: Budget codes, coordinates and supports the processing of grant-related MEMA State agencies and local jurisdictions expenditures reimbursement requests while providing the preliminary review for appropriateness of charges, sufficiency of funds, proper funding accounts and sub-object accuracy.
  • Procurement/Logistics: Corporate Purchasing Card, BISM Supply Orders, BJ's Wholesale Club Orders, Inventory of Non-Capital Purchases.
  • Program Reporting: Leads the Finance, Grants and Human Resources Office on a monthly basis with the verifying of the personnel staff funding chart through the TSO, CICS and the bi-weekly payroll and check registers.
  • Staff and Lead Assistance: Provides project review, evaluation and guidance to the Grant Coordinators, Accounts Payable, Budget Analysis, Human Resources and the Business Operations Manager on grant financial actions or requirements. 
  • Emergency and disaster response and recovery operations as needed and/or assigned by Agency Executive Director, Directors, or Operations Personnel. 
  • Support the Agency's statewide activities.
  • Support and participate in Operations Directorate and overall Agency initiatives and programs.

MINIMUM QUALIFICATIONS

Education: A Bachelor's degree from an accredited college or university.

Experience: Four years of experience in administrative staff or professional work.

Notes:

1. Additional experience in administrative staff or professional work may be substituted on a year-for-year basis for the required education.

2. Additional graduate level education at an accredited college or university may be substituted at the rate of 30 semester credit hours on a year-for-year basis for the required experience.

3. 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 education and experience.

SELECTIVE QUALIFICATIONS

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

  • One year of experience with accounting, financial reporting, grants accounting and budget oversight.

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.

  • Two years of experience working with Federal grants and Federal grant regulations.
  • Two years of experience communicating complex financial data to internal and external stakeholders who do not operate in a finance position.
  • Two years of experience with one or more of the following:  account reconciliations, processing journal entries, preparing and processing grant fund draw downs.

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

To submit your qualifying documents; the preferred method is to upload them using the "other" tab on the online application.  You may need to disable your browser's pop-up blocker to be able to upload documents.

We will not consider information submitted after the closing date of this announcement. 

For education obtained outside the U.S., a copy of the equivalent American education as determined by a foreign credential evaluation service must be provided prior to hire. 

Please do not attach resumes. 

The online application process is STRONGLY preferred. If you are unable to apply online, you may mail a paper application and supplemental questionnaire to:      
MEMA - HR 
ATTN: Kristi Metzger 
5401 Rue Saint Lo Drive 
Reisterstown, MD 21136 

For more information, please call 410-517-3615. 

Paper application materials must be received in our office by the closing date for the recruitment. No postmarks will be accepted. 

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

As an equal opportunity employer, Maryland is committed to recruitment, retaining and promoting employees who are reflective of the State's diversity. People with disabilities and bilingual candidates are encouraged to apply. We thank our Veterans for their service to our country.




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