FISCAL SERVICES ADMINISTRATOR II (Homeland Security & Preparedness Grants Branch Manager)

Introduction

The Maryland Department of Emergency Management (MDEM) is looking for a diligent, detail-oriented individual who is excited about making Maryland a safer place to live and work.\r\n\r\n\r\nNOTE: 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.\r\n

GRADE

STD0020\r\n

LOCATION OF POSITION

7229 Parkway Drive, Suite 200, Hanover, MD 21076\r\n

Main Purpose of Job

This position resides within the Mission Support Directorate, Homeland Security and Preparedness Grants Branch, and reports directly to the Chief Financial Officer.\r\n\r\n\r\nThe Homeland Security & Preparedness Grants Branch Manager is responsible for managing the daily operations, personnel, workload, performance, and overall effectiveness of the Homeland Security & Preparedness Grants Branch. The Branch facilitates the administration of a substantial portfolio of homeland security, preparedness, and other non-disaster emergency-management grants awarded to MDEM and its subrecipients.�\r\n\r\n\r\nThe position directly supervises grant-administration personnel and establishes the priorities, procedures, work standards, quality-control requirements, training, and performance expectations necessary to ensure that the Branch operates consistently, accurately, timely, and in accordance with applicable requirements.\r\n\r\n\r\nThe Homeland Security & Preparedness Grants Branch Manager oversees the administrative lifecycle of awards within the Branch’s portfolio, including funding-opportunity analysis, application coordination, award acceptance and establishment, subaward administration, subrecipient support, reimbursement-request review, award modifications, reporting, period-of-performance management, documentation, and closeout. The position must maintain a comprehensive understanding of each grant program within the Branch’s portfolio and ensure that applicable requirements are communicated to responsible MDEM personnel and subrecipients.�\r\n\r\n\r\nThe position is responsible for maintaining reliable grant-administration data and records and for coordinating with MDEM Accounting and other Office of the Chief Financial Officer personnel to support reimbursement processing, financial reconciliation, revenue recognition, federal drawdowns, reporting, and closeout. Accounting personnel retain responsibility for recording financial transactions, performing accounting reconciliations, processing payments, and preparing and executing federal drawdowns. The Homeland Security & Preparedness Grants Branch provides the authoritative award, subaward, grant-administration, documentation, allowability, period-of-performance, and grant-status information necessary to support those financial activities. Program owners and project managers provide the authoritative project-status, deliverable, and programmatic information applicable to their respective areas.�\r\n\r\n\r\nThe Homeland Security & Preparedness Grants Branch Manager works closely with the Chief Program Management Officer, Business Compliance and Internal Controls Supervisor, program owners, project managers, Accounting personnel, subrecipients, federal awarding agencies, and other stakeholders. The Chief Program Management Officer serves as the principal management counterpart for coordinating program owners, project managers, and compliance functions when grant-administration requirements require cross-functional action. Program owners and project managers retain responsibility for programmatic decisions, project execution, deliverables, and achievement of approved outcomes. The Business Compliance and Internal Controls Supervisor retains responsibility for MDEM’s centralized internal-controls framework, independent risk-based subrecipient monitoring, audit-corrective-action coordination, and environmental-compliance function.�\r\n\r\n\r\nThe Homeland Security & Preparedness Grants Branch Manager supports these functions by providing grant records, award information, administrative expertise, subrecipient history, and implementation support and by ensuring that the Branch completes assigned corrective actions. The Homeland Security & Preparedness Grants Branch Manager serves as the principal advisor to the Chief Financial Officer and other executive leadership regarding the condition, progress, risks, deadlines, administrative requirements, staffing needs, and operational effectiveness of the grants administered by the Branch. The position must identify significant compliance concerns, missed deadlines, financial or administrative risks, documentation weaknesses, subrecipient performance concerns, and barriers to award execution and promptly elevate them with appropriate analysis and recommended actions.\r\n\r\n\r\n\r\n\r\n

POSITION DUTIES

Performs emergency and disaster prevention, response, and recovery duties as assigned by the Department Secretary, Deputy Secretary, directors, or consequence-management personnel.�\r\n\r\n\r\n Staffs the State Emergency Operations Center during exercises and actual emergency or disaster activations.�\r\n Completes required training and maintains the competencies necessary to perform assigned State Emergency Operations Center duties, including applicable National Incident Management System, Incident Command System, and WebEOC requirements.�\r\n Performs assigned command, coordination, supervisory, financial, administrative, planning, documentation, or operational functions competently and reliably.�\r\n Works extended or nonstandard hours, including nights, weekends, holidays, and 12-hour shifts, when required by an activation.�\r\n Reports to an alternate location when required by a Continuity of Operations Plan activation.\r\n\r\n�\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\nManages the Homeland Security & Preparedness Grants Branch and directly supervises assigned personnel.\r\n\r\n\r\n Plans, directs, coordinates, and evaluates the daily operations of the Homeland Security & Preparedness Grants Branch.�\r\n Directly supervises assigned grant-administration personnel and any other employees assigned to the Branch.\r\n Establishes work priorities, assignments, deadlines, quality standards, service expectations, and individual performance expectations.\r\n Reviews work products for accuracy, completeness, consistency, timeliness, compliance, and responsiveness before approval or further submission.\r\n Approves leave and time records and ensures appropriate staffing, workload distribution, cross-training, and continuity of operations.\r\n Participates in employee recruitment and selection and provides effective onboarding, training, coaching, mentoring, and professional-development opportunities.\r\n Evaluates employee performance, completes required performance evaluations, recognizes effective performance, and promptly addresses performance or conduct concerns in accordance with applicable requirements.\r\n Develops and maintains a sustainable distribution of duties that reduces single points of failure and ensures continuity during vacancies, absences, emergencies, and periods of elevated workload.�\r\n Establishes and maintains Branch procedures, workflows, desk guides, checklists, templates, quality-control processes, records-management standards, training materials, and performance measures.�\r\n Conducts regular staff meetings and individual supervisory meetings to communicate priorities, review progress, resolve barriers, manage workload, and reinforce accountability.\r\n Determines which matters may be resolved within the Branch and which present sufficient financial, legal, compliance, operational, reputational, or organizational risk to require escalation to the Chief Financial Officer.\r\n Provides the Chief Financial Officer with timely and accurate information concerning Branch performance, staffing, workload, deadlines, risks, deficiencies, and resource needs. \r\n\r\n\r\n\r\n\r\n\r\n\r\nOversees the administrative lifecycle and portfolio management of grants assigned to the Homeland Security & Preparedness Grants Branch.�\r\n\r\n\r\n Oversees administrative pre-award, application, award, post-award, subaward, amendment, reporting, reimbursement, monitoring-support, closeout, and records-retention activities for grants within the Branch’s portfolio.\r\n Maintains comprehensive knowledge of the purpose, structure, requirements, terms and conditions, funding limitations, periods of performance, reporting deadlines, and closeout requirements of each grant program assigned to the Branch.\r\n Reviews Notices of Funding Opportunities, Information Bulletins, award packages, federal correspondence, policy changes, and other authoritative guidance and communicates relevant administrative, financial, eligibility, documentation, and compliance requirements to affected personnel.\r\n Leads or coordinates the administrative development, review, submission, and tracking of grant applications, including schedules, required forms, budgets, assurances, certifications, supporting documentation, and internal approvals.\r\n Coordinates with program owners, project managers, executive leadership, and other stakeholders to obtain programmatic priorities, project scopes, deliverables, performance measures, and other information necessary to complete grant applications and administer awards.\r\n Ensures that accepted awards are accurately established within MDEM’s grant-administration systems and that relevant requirements, deadlines, conditions, restrictions, and responsibilities are communicated to responsible parties.\r\n Oversees the development, issuance, amendment, administration, and closeout of subawards within the Branch’s portfolio in coordination with authorized program, financial, legal, procurement, and compliance personnel.\r\n Ensures that subrecipients receive accurate and timely guidance regarding award requirements, reimbursement procedures, documentation expectations, reporting obligations, periods of performance, amendment processes, and closeout requirements.\r\n Monitors award and subaward timelines, balances, reporting deadlines, liquidation dates, outstanding actions, documentation needs, and administrative risks and ensures that responsible parties receive timely notice and follow-up.\r\n Ensures that required programmatic and administrative reports are complete, accurate, properly supported, reviewed, approved, and submitted by applicable deadlines, including the Annual Strategic Implementation Report and other recurring or special reports.\r\n Coordinates and maintains primary responsibility for the Branch’s annual Budget and Project Management Plan.\r\n Oversees administrative closeout activities and ensures that final reports, subrecipient documentation, outstanding reimbursements, award records, balances, and other requirements are resolved within applicable timeframes.\r\n Identifies actual or potential grant-administration deficiencies and recommends corrective, preventive, or risk-mitigation actions to the Chief Financial Officer and other responsible officials.\r\n \r\n\r\n\r\n\r\n\r\n\r\n\r\nMaintains grant data, documentation, reporting, reimbursement controls, and financial coordination for the Branch’s portfolio.\r\n\r\n\r\n Ensures that grant, award, subaward, project, deadline, reimbursement, reporting, and closeout information maintained in the Grants Management System and other authorized tracking mechanisms is accurate, complete, current, and supported by authoritative documentation.\r\n Establishes and maintains portfolio-level reports or tracking mechanisms containing periods of performance, liquidation dates, federal award identifiers, subrecipient information, funding information, reporting status, outstanding actions, and other information necessary for effective management.\r\n Performs or directs periodic reviews of grant-administration data to identify missing records, inconsistencies, outdated information, approaching deadlines, unsupported balances, unprocessed actions, or other matters requiring correction.\r\n Coordinates with MDEM Accounting and other financial personnel to compare grant-administration records with applicable financial information and resolve differences through appropriate review, documentation, correction, or escalation.\r\n Ensures that subrecipient reimbursement requests receive timely and consistent Homeland Security & Preparedness Grants Branch review for administrative completeness, required supporting documentation, alignment with the applicable subaward, period of performance, approved scope, budget, and award requirements before referral for fiscal processing.\r\n Returns incomplete, inconsistent, unsupported, or insufficiently reviewed reimbursement requests to the appropriate party with a clear explanation of the additional information or corrective action required.\r\n Coordinates with program owners or project managers when programmatic confirmation of project status, deliverables, performance, scope, or other mission-specific information is necessary to evaluate a reimbursement request.\r\n Coordinates with Accounting and accounts-payable personnel to track the status of submitted reimbursement requests, resolve administrative questions, communicate deficiencies, and support processing within required timeframes.\r\n Reviews grant-funded requisitions within the Branch’s portfolio to determine whether the proposed funding source is available and consistent with the award, approved scope, budget, period of performance, and applicable grant requirements.\r\n Provides Accounting personnel with award documents, grant requirements, subaward information, allowability analysis, periods of performance, liquidation deadlines, reimbursement status, project-status information, and other grant-specific information necessary to support accounting, reconciliation, revenue-recognition, and drawdown activities.\r\n Reviews portfolio-level financial or drawdown information prepared by Accounting to identify potential inconsistencies with grant-administration records, award status, administrative deadlines, or known project conditions and communicates identified concerns for resolution.\r\n Coordinates with the Payroll and Federal Funds Reconciliation Analyst and other financial personnel to resolve grant-level discrepancies involving award identifiers, object codes, expenditures, revenues, reimbursement status, periods of performance, or other relevant information.\r\n Responds to authorized requests from the Chief Financial Officer and MDEM leadership for grant reports, analyses, status information, and decision-support materials.\r\n Maintains complete, organized, accessible, and audit-ready grant-administration records in accordance with applicable retention, confidentiality, and document-control requirements.\r\n \r\n\r\n\r\n\r\n\r\n\r\n\r\nCoordinates grant administration with program management, program delivery, compliance, monitoring, environmental-compliance, audit, and internal-control functions through the Chief Program Management Officer.\r\n\r\n\r\n Coordinates with the Chief Program Management Officer to establish cross-functional priorities, responsibilities, timelines, communication protocols, and escalation procedures for matters involving grant administration, program delivery, compliance, monitoring, environmental compliance, audits, or internal controls.\r\n Provides the Chief Program Management Officer with timely and accurate information concerning funding availability, award conditions, administrative deadlines, documentation requirements, amendment needs, reimbursement status, liquidation deadlines, closeout requirements, and other grant-administration matters affecting program or project execution.\r\n Identifies matters requiring action, information, validation, or decisions from program owners, project managers, or compliance personnel and coordinates through the Chief Program Management Officer to obtain the necessary participation and timely resolution.\r\n Coordinates with the program owners, project managers, and other operational stakeholders, under the organizational framework established by the Chief Program Management Officer, to align grant-administration requirements and timelines with approved scopes, schedules, deliverables, implementation status, performance measures, and emerging risks.\r\n Promptly advises the Chief Program Management Officer when programmatic information, decisions, documentation, or participation necessary for grant administration are incomplete, inconsistent, delayed, or unavailable and requests appropriate management intervention when routine coordination is unsuccessful.\r\n Coordinates with the Business Compliance and Internal Controls Supervisor, who reports to the Chief Program Management Officer, concerning subrecipient risk assessments, independent monitoring plans, desk reviews, monitoring visits, findings, corrective actions, environmental-compliance requirements, audit requests, and internal-control reviews.\r\n Provides the Chief Program Management Officer, Business Compliance and Internal Controls Supervisor, and assigned compliance personnel with complete and timely award records, subaward documents, reimbursement history, reporting information, correspondence, prior-performance information, and other grant-administration documentation needed to support monitoring, audit, environmental-compliance, or internal-control activities.\r\n Ensures that Homeland Security & Preparedness Grants Branch personnel cooperate with authorized monitoring, audit, internal-control, and environmental-compliance activities and provide complete, accurate, and timely responses to requests for information, documentation, or corrective action.\r\n Reviews monitoring, audit, internal-control, and environmental-compliance results affecting grants within the Branch’s portfolio. Implements and documents corrective actions assigned to the Homeland Security & Preparedness Grants Branch and coordinates through the Chief Program Management Officer when implementation requires action by program owners, project managers, or compliance personnel.\r\n Communicates known subrecipient-performance issues, recurring reimbursement deficiencies, documentation concerns, missed deadlines, potential noncompliance, or other risk indicators to the Chief Program Management Officer, Business Compliance and Internal Controls Supervisor, Chief Financial Officer, and other appropriate program or financial personnel.\r\n Works with the Chief Program Management Officer and responsible officials to ensure that monitoring findings, special conditions, corrective actions, environmental-compliance conditions, award restrictions, and other authorized management actions are accurately reflected in applicable grant-administration records, subaward documents, correspondence, and administrative processes.\r\n Maintains the distinction between routine grant administration and program coordination performed by the Homeland Security & Preparedness Grants Branch and the independent, risk-based monitoring, audit-coordination, environmental-compliance, and internal-control functions administered by the Business Compliance and Internal Controls Supervisor under the Chief Program Management Officer.\r\n Elevates significant, recurring, unresolved, or potentially systemic grant-administration, program-delivery, or compliance concerns to both the Chief Financial Officer and Chief Program Management Officer so that financial, administrative, programmatic, and compliance implications are addressed through the appropriate organizational authorities.\r\n \r\n\r\n\r\n\r\n\r\n\r\n\r\nLeads process improvement and supports other Departmental programs, projects, and strategic priorities as assigned.\r\n\r\n\r\n Identifies process gaps, inefficiencies, duplicative activities, inconsistent practices, unclear responsibilities, documentation weaknesses, single points of failure, and other operational risks affecting the Homeland Security & Preparedness Grants Branch.\r\n Conducts research and analysis and develops practical recommendations concerning Branch workflows, staffing, systems, procedures, training, service delivery, internal controls, performance measures, and stakeholder coordination.\r\n Coordinates implementation of approved improvements and evaluates whether changes have produced the intended operational result.\r\n Participates in or delegates participation in committees, workgroups, meetings, workshops, training events, and other forums related to grants administration or Mission Support operations.\r\n Leads or supports special projects, analyses, reports, briefings, and other assignments directed by the Chief Financial Officer.\r\n Advises the Chief Financial Officer when additional assignments may materially affect Branch workload, established priorities, staffing capacity, service levels, or critical deadlines and recommends appropriate sequencing, delegation, or reprioritization.\r\n Supports Departmental and statewide activities and Maryland’s strategic emergency-management and homeland-security objectives as assigned by the Secretary, Deputy Secretary, Chief Financial Officer, or other authorized executive leadership.\r\n \r\n\r\n\r\n\r\n\r\n\r\n\r\nPerforms other related duties consistent with the position’s classification and role within MDEM.\r\n

MINIMUM QUALIFICATIONS

\r\n\r\n Three (3) years of experience supervising staff, including assigning work, evaluating performance, and ensuring timely completion of responsibilities.�\r\n Two (2) years of experience administering or managing federal grants with responsibility for subrecipient oversight, including reviewing reimbursement requests, monitoring compliance with grant requirements, overseeing reporting, and resolving performance or financial issues.�\r\n One (1) year of experience performing financial management functions, such as budget development, expenditure review, reconciliation, or financial reporting.\r\n\r\n\r\n

DESIRED OR PREFERRED QUALIFICATIONS

Preference will be given to applications that indicate the following:\r\n\r\n\r\n Two (2) years of experience administering or managing federal preparedness and/or homeland security grants\r\n Experience developing and implementing grant administration procedures and internal controls.\r\n\r\n\r\n

SELECTION PROCESS

This is a Management Service position, and serves at the pleasure of the Appointing Authority.�\r\n\r\n\r\nPlease ensure you provide sufficient information on your application to show that you have the desirable qualifications for this position. 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 placed on the eligible (employment) list for at least one year.\r\n

BENEFITS

STATE OF MARYLAND BENEFITS\r\n

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: Maryland Department of Emergency Management, 7229 Parkway Drive, Suite 200, Hanover, MD 21076. Paper application materials must be received in our office by the closing date for the recruitment. No postmarks will be accepted.\r\n\r\nFor questions regarding this recruitment, please call Jennifer Greenwell at 667-701-5576 or email at jennifer.greenwell@maryland.gov�\r\n\r\n\r\nMD TTY Relay Service 1-800-735-2258.\r\n\r\n\r\nWe thank our Veterans for their service to our country.\r\n\r\n\r\nPeople with disabilities and bilingual candidates are encouraged to apply.\r\n\r\n\r\nAs an equal opportunity employer, Maryland is committed to recruitment, retaining and promoting employees who are reflective of the State's diversity.\r\n\r\n