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ADMINISTRATOR III

Program Support Officer

Recruitment #21-002588-0048

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 engage in preparedness activities and that the entire state is more disaster resilient. 

GRADE

18

LOCATION OF POSITION

5401 Rue St Lo Drive, Reisterstown, MD 21136

POSITION DUTIES

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 for 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 Maryland is continually increasing its resiliency. MEMA’s work is, in large part, federally funded and project oriented. Ensuring comprehensive project and program management support for all relevant stakeholders is critical to ensure MEMA’s priorities are effectively and efficiently achieved.

This position resides within the Office of the Deputy Executive Director, Program Management Office (PMO). The PMO exists to facilitate coordination and efficiencies internal and external to the Agency including: senior leadership priority, business and financial processes, grant administration, program/project management, and other internal and external business requirements. This position reports directly to the National Capital Region (NCR) Program Manager.

This position serves the State of Maryland, its State Agencies, and local jurisdictions by providing holistic project and program management support for projects and programs funded by emergency management, homeland security, and other non-disaster grants as specified by the NCR Program Manager (e.g., NCR Urban Area Security Initiative [UASI], Baltimore UASI, State Homeland Security Grant Program [SHSGP], Emergency Management Performance Grant [EMPG]).

The position will also support Agency programs, projects, and activities related to the overall Agency mission, and may be tasked to support other duties as assigned by the NCR Program Manager. 

In order to fulfill these responsibilities, this position requires expert proficiency in the following competencies: integrity/honesty and self-management. This positions requires advanced proficiency in the following competencies: creative thinking, critical thinking and problem solving, reasoning, oral and written communications, customer service, teamwork, flexibility, and interpersonal skills. This position requires intermediate proficiency in the following competencies: quantitative and qualitative analysis, information management, project management, planning, computer skills, organizational awareness, leadership, negotiating, and technical competence.

Emergency and Disaster response and recovery operations as needed and/or assigned by agency Executive Director, Directors, or Operations Personnel.  Employee will be expected to staff the State Emergency Operations Center (SEOC) upon activation for consequence management activities.  Employee may be called to duty at any time, day or night, and is expected to report to the SEOC or assigned duty location within 2 hours of notification. Employee will attend training and retain competencies to be appropriately prepared for SEOC staffing needs including understanding and mastery of all five components of the National Incident Management System (NIMS) and the Maryland Emergency Management System (MEMS). Employee will support SEOC activities, which may involve extended work hours, as well as extraordinary stress levels, given that a disaster event would occur requiring SEOC activation.  Employee will be expected to perform command and supervisory functions for incident management needs with competence and reliability under NIMS and MEMS. Employee is expected to support ongoing recovery operations as it relates to their specific Branch roles/responsibilities. Employee may be required to report to an alternate location to perform SEOC duties in support of MEMS stakeholders or in the event of a Continuity of Operations Program (COOP) Plan activation.  Employee may be called to duty at any time, day or night, and is expected to report to the SEOC or assigned duty location within 2 hours of notification.

 

Provide MEMA, and in certain cases other state agencies, with tailored project and program management support for specified emergency management, homeland security, and other non-disaster grants. This includes but is not limited to:

Using reasoning and analyses to assist the NCR Program Manager in strategic organizational capability development planning and coordination

Project/program initiation and development support through business case analysis and development, concept scoping, charter development, funding analyses, proposal development

Identifying and recommending scope management actions through change control process development/recommendations and impact analyses

Identifying and recommending financial management actions through financial analysis, planning, monitoring/controlling

Identifying and recommending schedule management actions through schedule analysis, planning, monitoring/controlling

Stakeholder analysis and engagement

Support development of project templates, forms, and tools

Create project/program efficiencies and act as a coordination point between branch managers, program managers, project managers, finance staff, grants administration staff, any other internal/external stakeholders, and the PMO

When requested, coordinate development or participate review boards, murder boards, and other governance/quality control groups

Document lessons learned and best practices as it relates to project/program management techniques

Developing data-driven recommendations/reports on any aspect noted above to include development of performance metrics and baselines, information gathering as it relates to performance, and articulation/development of reporting techniques for certain projects

Assist with proposal development for consideration against competitive NCR UASI funds, on a rolling basis

Support/lead NCR UASI grant management activities, namely Project Management Plan (PMP) development and Quarterly Statement Report (QSR) development

Support the development of certain procurement materials

 

Support the NCR Program Manager with coordination and situational awareness duties that involve certain UASIs. This include but is not limited to:

Participation, notetaking, and analysis of discussions occurring at the Homeland Security Executive Committee (HSEC), HSEC Advisory Council, Regional Emergency Support Functions (RESFs), Regional Programmatic Working Groups (RPWGs), and/or any other related bodies within the Metropolitan Washington Council of Governments regional governance framework, as directed.

      Participation on Baltimore UASI groups, as directed by the NCR Program Manager

Identify and recommend quality and process improvements for the Program Management Office (PMO) and the Agency.

Support the Business Process Analyst, as needed

Work with other Program Support Officers to identify siloed agency processes and/or functions that should be more integrated with other functions and/or processes to optimize PMO operations

Work independently and with other Program Support Officers to identify functional and/or administrative synergies across projects, programs, and the organizational portfolio to develop recommendations to the NCR Program Manager on how best to capitalize

Support agency leadership and managers in the development of business process analyses, standardization, and improvement recommendations

Assist with other programs and projects as directed by the MEMA Executive Director, MEMA Deputy Executive Director, or NCR Program Manager. This includes but is not limited to:

Project/program initiation and development through business case analysis and development, concept scoping, charter development, funding analyses, proposal development

Supporting the development of project and program management training materials for the agency

Direct functional and/or administrative management of a given project

Supporting the development of certain procurement materials

Supporting the identification and acquisition of grant opportunities

Support any and all other Agency statewide activities and/or Maryland’s strategic goals and objectives for homeland security as directed by the MEMA Executive Director, Deputy Executive Director, GOHS Director, GOHS Deputy Director, and/or NCR Program Manager.

MINIMUM QUALIFICATIONS

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

Experience: Five years of experience in administrative staff or professional work. One year of this experience must have involved one or more of the following: the supervision of other employees, overseeing and coordinating the general operations of a unit, applying rules and regulations, or exercising responsibility for the development of policies or procedures.

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 general 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

Project Management Professional (PMP) or Certified Associate in Project Management (CAPM) or can demonstrate equivalent certification.

Two years of experience managing homeland security and/or emergency management projects. 

One year of experience managing homeland security and/or emergency management grants. 

Two years of experience using Microsoft Office in a professional setting (e.g., Word, Powerpoint, Excel). 

Two years of experience using Google Suite in a professional setting (e.g., Drive, Docs, Slides, Sheets).

One year of experience using computer software to manage projects (e.g., Microsoft Project, Smartsheets, Excel).

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

Contractual employees who work for an agency covered under the State Employee and Retiree Health and Welfare Benefits Program, have a current employment contract and work 30 or more hours a week (or on average 130 hours per month) may be eligible for subsidized health benefits coverage for themselves and their dependents. As a contractual employee, you will be responsible for paying 25% of the premiums for your medical and prescription coverage, including any eligible dependents you have enrolled. The State of Maryland will subsidize the remaining 75% of the cost for these benefits. You can also elect to enroll in dental coverage, accidental death and dismemberment insurance, and life insurance, but will be responsible to pay the full premium for these benefits.

Leave may be granted to a contractual employee who has worked 120 days in a 12 month period. This leave accrues at a rate of one hour for every 30 hours worked, not to exceed 40 hours per calendar year.

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.

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.