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Program Specialist VI

4 months ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Program Specialist VI

Under the direction of the Response and Recovery Unit Operation’s Disaster Finance Manager position oversees development and implementation of special projects, analyses, and implements new program initiatives and procedures, and evaluates the effectiveness of program functions, processes and leads contract oversight related to (FEMA) Federal Emergency Management Agency. Work involves establishing goals and objectives; developing guidelines, procedures, and policies; developing schedules, priorities, and standards for achieving established goals. Financial tracking, contract, procurement, and technical assistance work related to Public Health and Medical Response. Work involves developing disaster planning and response budgets, tracking costs/expenditures, producing financial reports, drafting, and reviewing disaster contingency contracts, requests for proposals (RFP), and development of tactical operating plans and procedures for use by the State Medical Operations Center (SMOC), State Operations Center (SOC), and deployed teams. Recommend and participate in the training and exercise activities that support tactical plans and operating procedures. Serves as a member of the DSHS Incident Management Team during response and recovery operations. Actively participate and/or serve in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Supervises the work of others. Works under limited supervision, with extensive latitude for the use of initiative and independent judgment.

This is a temporary position and expected to last up to August 31, . There is no guarantee this position will be extended beyond what is indicated in this job posting. Upon hire, the selected candidate will be required to sign a Temporary Employment Agreement indicating awareness that the employment status of the position is temporary. Essential Job Functions:
Attends work on a regular and predicable schedule in accordance with agency leave policy and performs other duties as assigned.

65% Manage day-to-day activities of staff within a large and/or highly complex business function, division, or department. Identify issues, discrepancies and implement remediating actions related to the program. Oversee budget related processes and procedures, local, state, and federal laws and regulations relating to emergency management and public health and medical preparedness, response, and recovery. Implement the basic concepts of planning, training, and exercising principles, and methodologies as well as organizational development, strategic planning, program planning, and program evaluation. Monitors and evaluates the effectiveness and efficiency of staffing levels. Establish goals and objectives; develops and approves schedules, priorities, and standards for achieving goals; and manages evaluation activities. Serves as the Finance Section Deputy Chief in the State Medical Operations Center (SMOC) during disaster response operations. Oversees and accounts for all disaster response related expenditures. Serves as the SMOC Liaison to the Texas Division of Emergency Management (TDEM) finance staff for response finance issues, processes, and training. Reviews and recommends approval/denial of disaster response related billing and invoices. Assists in providing documentation related to and completing FEMA reimbursement applications as well as any other appropriate reimbursement applications.

20% Review project support documentation to verify eligibility and conformity with disaster cost recovery rules and regulations. Monitor compliance with policies and procedures; and provides input or approves new policies and procedures. Perform reviews of disaster cost recovery processes, provide recommendations for improvement, and assist with implementation. Prepare detailed disaster cost recovery dashboards, reports and files tracking of all projects related costs. Information will be obtained from various sources such as CAPPS, FEMA EMMIE, FEMA Grants Portal and other tools and software. Prepare management and productivity reports; and reviews and approves documents and reports developed by employees to ensure professional quality and appearance, appropriate content, consistency, and responsiveness. Develop and implement techniques for evaluating business function, division, or department activities. Perform complex financial analysis and reconciliations of project funds. Develop and evaluate budget requests, monitor budget expenditures, and adjust as necessary. Review and evaluate the impact of proposed federal and state laws on program objectives. Identify areas of needed change and make recommendations to improve operations. Manage multiple business functions and provide oversight to associated staff.

10% Staying up to date with Federal and State disaster cost recovery processes, standards, rules and regulations. Run queries and prepare reports from the CAPPS financial module. Prepare responses to Request for Information (RFI) and audit request. Design workplace tools such as file libraries excel worksheets, word documents, and access databases which support tactical operating plans and procedures for the SMOC, SOC, or RHMOC. Advise local elected officials and response partners on emergency management responsibilities and capabilities and recommend action plans. Acts as a liaison to local, regional and national agencies to coordinate joint and reciprocal inter-jurisdictional response and recovery activities.

5% Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.
Knowledge Skills Abilities:
Knowledge of local, state, and federal laws and regulations relevant to DSHS and FEMA program areas.
Knowledge of principles and practices of financial management, public administration, public sector management techniques, providing services, and contract administration.
Knowledge of statistical analysis processes and of program planning and implementation.
Knowledge of legislative appropriations request and annual operating budget process.
Knowledge of accounting, finance, auditing, or budgeting.
Skills in using computer software including but not limited to Excel, Access, CAPPS Financials, CAPPS, Word, Grants Portal, Grants Management System and other financial applications.
Skill in managing multiple projects and meeting tight deadlines.
Skill in communicating both verbally and in writing.
Ability to prepare concise reports.
Ability to establish and maintain effective working relationships with employees, coworkers, other agency staff, and the public.
Ability to manage program activities and to establish goals and objectives.
Ability to gather, assemble, correlate, and analyze facts and to devise solutions to administrative problems.
Ability to develop and evaluate administrative, financial, and program policies and procedures; and to plan, implement, and coordinate agency programs.
Ability to plan, assign, and supervise the work of others.
Ability to conduct agency meetings.