Public Assistance Supervisor

Job Description

GENERAL DESCRIPTION:

The Texas Division of Emergency Management (TDEM) is an emergency response entity and this status can affect working hours, travel, and change in duties as needed.

The Public Assistance Supervisor, under general direction, performs highly advanced (senior-level) grant development, coordination, and administration work. Work involves overseeing the preparation, maintenance, and reporting of grants; coordinating subgrant applications; reviewing incoming applications to determine compliance with requirements and standards; monitoring subgrant awards; and serving as a liaison between local jurisdictions and the federal government. This position provides leadership and expert technical guidance on Public Assistance Program eligibility requirements, program rules, and policy changes. This position may plan, assign, and supervise the work of others. Work under minimal supervision, with extensive latitude for the use of initiative and independent judgment.

Must be able to work in inclement weather, traverse uneven terrain, and standing water, and move into and around damaged structures to conduct damage assessments or move around construction or debris removal sites when conducting project audits.

This position reports to the Unit Chief, Recovery Grants.

*Salary is a fixed rate and is non-negotiable.

*This position is located on-site and not subject to telecommuting.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:

• Oversee cross-functional workgroups composed of internal and external department, local, state, and/or federal stakeholders to develop program objectives, work plans, and subgrant budgets for subrecipients.

• Oversee, monitor, and evaluate work plans and timelines to ensure submission of federal grant sub-applications and program reports promptly.

• Provide guidance and oversight to staff and the community regarding grant administration, policies, and procedures, resolve related issues and concerns, and ensure uniformity in grant and contract management.

• Supervise and monitor the implementation, management, evaluation, and close-out of sub-grants according to rules and regulations.

• Ensure grantee and subrecipient compliance with conditions of grants by overseeing agreements, contracts, expenses, activities, and federal and state regulations.

• Review, monitor project costs, and approve budget justifications and budget revisions for awarded subgrants.

• Prepare accurate requests and periodic reports for payment from the state, federal, and other grant sources.

• Review submitted subgrant applications and determine the applicant’s eligibility for an award based on established criteria.

• Serve as a liaison between the agency, the State, Federal, and other grant funding sources by attending meetings, responding to information requests, and resolving issues between parties involved.

• Assist in the development of requirements for grant programs and in the creation of grant applications that may be awarded by the grantor agency.

• May develop, update, and maintain contract shells for various types of grants.

• May assist in the writing of state administrative plans, internal standard operating procedures, and reports.

• May perform emergency response duties in the State Operations Center or the field when activated.

• May plan, assign and supervise the work of direct report(s). May complete performance evaluations or assist the Unit Chief with providing feedback. May provide coaching and mentoring to direct report(s).

• Review agency, local, Texas A&M University System (TAMUS), state and federal guidelines, procedures, rules, and regulations; and monitors compliance.

• May represent the agency at business meetings, hearings, trials, legislative sessions, conferences, and seminars or on boards, panels, and committees.

• Ability to travel up to 25%.

• Face-to-face and person-to-person interactions are required.

• Maintains a regular course of attendance during authorized work schedule and works extended hours when needed.

• Performs related work as assigned.

This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

MINIMUM QUALIFICATIONS:

Education – Bachelor’s degree in a related field or equivalent combination of education and experience.

Experience – Six years of work experience in positions performing any combination of grant management, emergency management financial or program compliance, public or business administration, real estate, commercial construction, insurance adjusting, or other directly related fields.

PREFERRED QUALIFICATIONS:

• One year of serving in a leadership role.

• Two years of Project Management experience.

• Three or more years of experience related to FEMA’s Public Assistance Grant Program.

* Additional work experience of the type described above may be substituted for the education requirement on a year-for-year basis. Thirty semester hours is equivalent to one year of experience. A completed advanced degree in a relevant field may also be substituted in lieu of work experience.

KNOWLEDGE, SKILLS AND ABILITIES:

• Working knowledge of, or the ability to rapidly assimilate and apply information related to, State and Federal regulations, legislation, guidelines, policies, procedures, grant eligibility, and reporting requirements.

• Comprehensive knowledge of the principles and practices of public and grant administration.

• Knowledge of management and supervisory methods and principles, performance and productivity standards, and fiscal/budget management.

• Ability to develop plans, policies, and procedures for efficient workflow and overall effectiveness.

• Must exhibit integrity; provide clear direction to subordinates; promote teamwork and be able to motivate others to accomplish goals.

• Strong leadership skills with the ability to direct and motivate others and maintain a persuasive and credible presentation style at all levels of the organization.

• Must exercise excellent interpersonal skills – position continually requires demonstrated poise, tact, diplomacy, and an ability to establish and maintain effective working/professional relationships with internal and external customers.

• Must be organized, flexible, and able to prioritize in a multi-demand and constantly changing environment.

• Ability to meet multiple and sometimes conflicting deadlines without sacrificing accuracy or timeliness; ability to work independently; and to understand and effectively apply complex oral and written instructions and procedures.

• Skill in communicating and presenting to diverse small and large groups. Must be able to construct and deliver clear, concise, and professional presentations to a variety of audiences and/or individuals.

• Ability to develop and conduct training classes, briefings, workshops, and conference presentations.

• Ability to communicate effectively (oral and written).

• Must be analytical, detail-oriented, and able to multi-task without sacrificing accuracy or timeliness.

• Ability to analyze problems, identify causative factors, and apply actions to effectively resolve current issues and prevent recurrences of problem conditions.

• Must possess appropriate levels of proficiency with utilized software (e.g.: Word, Excel, PowerPoint, Outlook) and systems and be able to learn new software/systems.

• Must be able to work safely, avoiding shortcuts that have potential adverse results/risks, and must be able to comply with safety standards and best practices.

• Ability to work extended or non-traditional hours such as evenings, weekends, special events, etc., including twelve hour shifts during SOC activations, sometimes with limited notice and for extended periods.

REGISTRATION, CERTIFICATION OR LICENSURE:

Complete and obtain certification in IS-, IS-, IS-, and IS- within twelve months of employment.

*Additional Military Crosswalk (occupational specialty code) information can be accessed at: are not accepted in lieu of an application.