OPS Lead Compliance Specialist - 31902091 Date: Mar 20, 2024 Location: TALLAHASSEE, FL, US, 32399 The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforceoperations/humanresourcemanagement/forjobapplicants/everify) .Requisition No: 825582 Agency: Division of Emergency ManagementWorking Title: OPS Lead Compliance Specialist - 31902091Pay Plan: TempPosition Number: 31902091 Salary: $40.00 hourly Posting Closing Date: 04/04/2024 Total Compensation Estimator Tool (https://compcalculator.myflorida.com/) Lead Compliance Specialist - OPS Bureau of Preparedness State of Florida Division of Emergency Management This position is located in Tallahassee, FL The Florida Division of Emergency Management plans for and responds to both natural and man-made disasters. These range from floods and hurricanes to incidents involving hazardous materials or nuclear power. The Division of Emergency Management (FDEM or Division) is the liaison between federal, state, and local agencies. FDEM prepares and implements a statewide Comprehensive Emergency Management Plan, routinely conducts extensive exercises to test state and county emergency response capabilities, provides technical assistance to local governments as they prepare emergency plans and procedures, as well as conducts emergency operations trainings for state and local government agencies. The Division serves as the lead agency for the State Emergency Response Team (SERT), whose primary goal is the coordination of the state’s efforts during disaster response and recovery. This coordination is conducted within the State Emergency Operations Center (SEOC) in Tallahassee. Additionally, the Division manages the State Watch Office; the 24-hours a day operation tasked with providing situational awareness to stakeholders statewide. After a disaster, FDEM conducts damage assessment surveys and advises the Governor of the state of Florida on whether to declare an emergency and seek federal relief funds. It is against this backdrop that FDEM strives to demonstrate its mission of, “Coordinate, collaborate and communicate with our community stakeholders for a resilient Florida” along with our vision of, “Leading the Profession in building prepared and resilient communities”. Position Overview and Responsibilities: This is a professional position within the Bureau of Preparedness Grant Unit. This position is responsible for conducting compliance monitoring activities for applicants of state grant programs administered by the Bureau. This position will serve as the lead on the FL-NSGP team, having limited supervisory responsibilities that include directing and distributing the work of employees having the same or similar duties in the same work unit , maintaining a balanced workload among employees, keeping records, and defining work priorities. Additional duties and responsibilities of this position include, but are not limited to, the following:
Serve as the liaison between the recipient and the Division, providing technical, fiscal, and grant management assistance to recipients related to the receipt and use of state funding awarded by the Division.
Responsible for assisting in the implementation of recipient reimbursement strategies and administration of the FL NSGP Grant Program
Conduct compliance monitoring of recipients; develop a monitoring plan that ensures adequate coverage to targeted risk factors; develop monitoring tools to ensure consistent and accurate methods or recording monitoring activities and outcomes. Subrecipient monitoring may include desk reviews or thorough onsite monitoring.
Conduct procurement and contract reviews for recipients to ensure compliance and eligibility for reimbursement where possible.
Provide technical assistance relating to the receipt and use of state grant funds in compliance with program requirements.
Prepare, route, and track correspondence to recipients when required (e.g. management decision letters)
Participate in the tracking and response to external audits, including from the Florida Auditor General and the Office of the Inspector General; work with program areas to compile necessary information to respond to the audit; participate in entrance and exit conferences.
Track and report to management issues concerning the Preparedness Bureau’s compliance with rules and regulations and identify methods for mitigating compliance issues.
Conduct internal audits at the direction of Bureau leadership to identify potential weaknesses and noncompliance situations.
Review contracts, legislation, policies, procedures, plans, and other programmatic or technical documents for compliance with state rules and laws and propose modifications or mitigating activates to ensure compliance and/or reduce risk when requested by management.
Keep abreast of changes to state statutes and the Florida Administrative Code (FAC) as it relates to Preparedness Bureau grant programs to ensure continued compliance.
Conduct a final reconciliation of expenditures for project closeout. Begin recoupment process if funds are owed to the State; begin payment process if funds are still due to the applicant; proceed with the closeout process if closeout criteria have been satisfied.
Ensure all records are maintained and relevant correspondence recorded in DEMES, an automated logging system for tracking all agreement payments.
Knowledge, Skills, and Abilities:
Ability to monitor contractor/recipient/sub-recipient compliance with program requirements through review, analysis, and processing of financial and program deliverables, including expenditure, budgeting, staffing, and progress reports, audits, and requests for payment.
Ability to conduct risk assessments.
Ability to utilize problem-solving techniques.
Ability to plan, organize, coordinate, and complete work assignments.
Ability to communicate effectively both orally and in writing, and to provide technical assistance to local governments and other entities.
Knowledge of the roles and responsibilities of federal, state, and local government entities in response to public emergencies and disasters.
Ability to perform and complete quality research.
Ability to work effectively in a team environment and/or individually, whether with internal or external stakeholders, on programmatic issues and/or principles.
Ability to establish and maintain effective working relationships with others.
Skilled in the use of personal computers, Microsoft Office products (PowerPoint, Excel, and Word), and web-based applications.
Minimum Qualifications:
Minimum of five years working with state or federal grant programs.
Minimum of three years of supervisory or team lead experience.
Must be a Florida Certified Contract Manager (FCCM) or have the ability and willingness to obtain certification within the first 12 months of employment.
Special Notes:
The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.
The Division of Emergency Management is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. The Division appreciates the service and sacrifices made by veterans and their family members. Further, FDEM recognizes the immeasurable value veterans bring to the workplace and is committed to increasing the number of veterans that serve in its workforce.
The Division of Emergency Management is committed to increasing recruitment and hiring of individuals with disabilities and improving employment outcomes. An individual with a disability is qualified if he or she satisfies the skills, experience, and other job-related requirements for a position and can perform the essential functions of the position with or without reasonable accommodation. Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the FDEM Human Resources Office at (850) 815-4177. FDEM requests applicants notify HR in advance to allow sufficient time to provide the accommodation.
The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with section 112.0455, F.S., Drug-Free Workplace Act.
Successful completion of background screening will be required for this position.
The State of Florida and the Division of Emergency Management participate in E- Verify. This federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.
In response to emergency events, Division of Emergency Management employees may be required to work irregular hours, to work more than 8 hours per day, to work extended periods (including weekends and holidays), to work at locations other than their official headquarters, and to perform duties in addition to those outlined in the employee’s position description. Employees must be able to deploy to emergency sites with limited advance notice.
The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.Nearest Major Market:Tallahassee