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ADMINISTRATOR I

Financial Grants & Procurement Administrator

Recruitment #21-002586-0123

Introduction

                                                          


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.

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

GRADE

16

LOCATION OF POSITION

5401 Rue St. Lo Drive

Reisterstown, MD 21136

POSITION DUTIES

Emergency and disaster response and recovery operations as needed and/or assigned by Agency Executive Director, Directors, or Operations Personnel. Employee is expected (mandatory) to staff the State Emergency Operations Center upon its activation for real-world emergency incidents and exercises. Employee attends trainings (required by the agency by established deadlines) and retains competencies to be appropriately prepared to meet SEOC staffing needs, including understanding the National Incident Management System' s Incident Command Structure (NIMS ICS) and WebEOC, which the SEOC will utilize and SIGNAL (MEMA ' s Real-time situation reporting) during response operations. Employee supports SEOC activations, which may involve extended work hours, as well as extraordinary stress levels , given that a disaster event occurs requiring SEOC activation(s). Employee will be expected to perform command and supervisory functions for incident management needs with competence and reliability under the NIMS ICS. Employee may be required to report to an alternate location to perform SEOC duties, in the event of the COOP Plan activations.

 

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. In order to complete the grant workbooks, the reports must include detailed systematic data such as the name of the award/grant and a corresponding tab for each local jurisdiction (sub- grantee) or state agency, the award amount, the grant performance period, the PCA/FMIS, CFDA, MEMA, Psuedo codes and DHS grant/processing numbers. Along with budget to include FMIS reconciliation dates, expenditures/payments, revenues, adjustments, obligations and balances. On a monthly, sometimes bi- weekly basis, this position commits, coordinates and is responsible for planning and administering strategies to complete and correct monthly reconciliations. The incumbent reconciles the MEMA/GMS, the NCR awards and the Logistics /Finance Excel expenditure management workbooks against TSO, CICS, FMIS/RSTARS and GMS/SPARS financial systems. This position supports the preparation and submission of expenditure reimbursement vouchers for all local jurisdictions, state and federal agencies through MEMA's Grants Management Electronic Filing System (GMEFS). In doing so, grant data is complied, tracked and continuously managed from application to closeout and ensures the allocation of expenditures and reimbursements are designated to the proper grant award and consistently mirrors FMIS, RSTARS, TSO, CICS and the Payroll and Check Registers (RP & SPP) and Logistics/Finance Excel expenditure management workbooks. The above practices support state, federal and local requirements throughout the grant cycle and ensure timely submission of supporting documentation as required by grant guidance. 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. This position builds the allowable budget of expenditures into the NCR Logistics/Finance expenditures workbooks and reviews current strategies, goals and objectives of the budget and grants. Assist proactively with analyzing trends and needs for the yearly budget preparation, quarterly projections, funding requests and year-end closeout. Whether it be through our GMEFS or the NCRGMS system, these practices provide multiple levels of cost approval and are directly tied to the Authorized Equipment List (AEL) to ensure cost are allowable, allocable and reasonable. It allows the NCR and the subrecipients  to expedite budget and programs changes to awards Grant Adjustment Notices (GAN's). 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. Determines availability of funding and certifies funding availability prior to the obligation of funds and also verifies the funding in FMIS/RSTARS system upon approval. This information is recorded in the Logistics/Finance expenditure workbooks.

 

Procurement/Logistics - Corporate Purchasing Card: Lead, responsible and exercises supervision for purchasing, procuring and delivering of equipment, building and vendor services, lodging , training, furniture, supplies, information technology, and other needs. Prepares and maintains the monthly reconciliations, reports and journal adjustments for the corporate purchasing card. Records and maintains MEMA's inventory spreadsheet (not capital equipment) for all day-to- day purchases and accounts for each Directorates spending trend for year-end closeout, projections and three year planning reports. Leads and works with Capital Equipment Inventory Personnel to ensure correct paperwork is transferred for record keeping and internal control. When necessary, the backup personnel for making employees travel reservations and registrations.

 

Creates the mandatory and necessary journal adjustments for the salary/management and administration costs. Discuss and clarifies changes to enhance services and locate the most efficient and effective avenues/needs for new reporting services. As required, gathers, analyzes and formats supporting documentation for special reports as originated by MEMA’s Executive and Program Staff or the DHS/FEMA staff. Staff and Lead Assistance: Provides project review, evaluation and guidance to the Grant Coordinators, Accounts Payable, Budget Analysis, Human Resources and the Acting, Chief Financial Officer on grant financial actions or requirements. This includes issues concerning budget coding, grant adjustments notice, encumbrances, obligations, expenditures, revenues and award balances. Monitors all grant performance and advises MEMA and Acting, Chief Financial Officer on issues associated with the timely drawdown and use of funds.

Support the Agency's statewide activities: Daily contact with the members of the Branches within MEMA including the RLOs, FEMA and outside vendors and contractors to coordinate unity of efforts across the State of Maryland pertaining to emergency preparedness, procurement, personnel, training and fiscal/grant responsibilities. 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 close-out into the MEMA/GMS and NCR/GMS financial systems.

 

Support Maryland's strategic goals and objectives for Homeland Security: as assigned by the Assistant Director of Operations, Director of Mission Support, and/or Executive Director. Support the MEMA Operations, Mission Support, and Strategy Directorates, as needed.

Support and participate in Operations Directorate and overall Agency initiatives and programs, as assigned by the Assistant Director of Operations, Director of Operations, and/or Executive Director. Supports MEMA Operations Staff, Mission Support, and the Disaster Risk Reduction and Strategy Directorates, as needed.

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.

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.

The desired candidate should possess:

· A Bachelor's Degree in Accounting.

· Experience utilizing Excel.

· Experience working with federal and state grants.

· Experience utilizing the State accounting program R*STARS.

· Reconciliation experience.

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.

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.

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: Department of Budget and Management, Recruitment and Examination Division, 301 W. Preston St., Baltimore, MD 21201. 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 contact the DBM Recruitment and Examination Division at Application.Help@maryland.gov or 410-767-4850, 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.