Grants Management Specialist I

Position Summary:

IEM is looking to bring on Full Time-Grant Management Specialist I (GMS I) will support IEM’s State and Local Disaster Response and Recovery Team with its FEMA disaster recovery efforts, working hand-in-hand with the state /local government and private non-profit representatives to guide them through the FEMA Public Assistance process.

IEM’s GMS I is responsible for assisting applicants with implementing and managing their Federal grants (FEMA or other grant programs) and providing grants-related assistance and service for IEM’s Disaster Response and Recovery management and staff.

The GMS I has a novice level of proficiency demonstrating they possesses the common knowledge or understanding of the rules and regulations pertaining to the respective grant program they have prior experience with and has the required education and/or experience.

The GMS I can understand and discuss the terminology, concepts and issues and utilizes the full range of program or required skills reference and resource materials in order to complete tasks successfully. 

Primary Location:

• Candidates can originate from anywhere in the United States- Mainland or Puerto Rico
• Once hired you will deploy (travel) to the needed client site which could be anywhere in the mainland or in Puerto Rico
• You will work remote from home when not deployed
• All remote work environments require the ability to maintain minimum Internet speeds of 25 Mbps upload and 3 Mbps download, as well as a ping rate of 100 ms or less during working hours, regardless of the type and number of devices using your Internet connection. You must also have account privileges and access to your Internet service provider account during working hours for the purposes of maintaining the Internet connection, if needed.

Travel Requirements:

• This position will require work to be conducted onsite and may require work on weekends or in excess of 40 hours per week. Travel and other expenses are reimbursable in accordance with Federal Travel Regulations.
• All interested candidates must be willing to work on site for the duration of each disaster assignment. Assignments typically may last up to 12 months with potential for extension.

Essential Functions:

Prepare, process, track and submit on behalf of the Applicant/Sub-applicant (Recipient/Subrecipient) including all required schedules and documentation and responding to Federal Awarding Agency Requests for Information (RFI) for the:

• FEMA Request for Public Assistance (RPA) and/or grant application
• Award/subaward agreements between the Federal Awarding Agency/Recipient
• Requests for reimbursement (RFR) (e.g. advances, expedited payments or reimbursement)
• Required award/subaward financial and performance reporting, milestones and deliverables requirements
• Requests for closeout documentation
• Determine if the Applicant/Sub-applicant (Recipient/Subrecipient) meets all grant or cost eligibility requirements
• Compile, develop and maintain Recipient/Subrecipient project records supporting eligible activities and costs
• Verify, validate and reconcile Recipient/Subrecipient documentation to ensure information matches in all systems
• Conduct compliant procurements
• Conduct subrecipient and contractor monitoring
• Prepare, review or assess its internal policies and procedures
• Prepare for and respond to monitoring events and audits conducted by the Federal Awarding Agency, Office of the Inspector General, State auditors and other auditors
• Prepare grant documentation for closeout readiness and address any deficiencies
• Conduct a final review of completed awards, making appropriate adjustments or disallowances, and processing close-outs
• Prepare for post-closeout audits and review
• Provide general programmatic assistance to applicants and maintain currency of and compliance with applicable state and federal grant management policies and procedures relating to the Public Assistance Grant Program
• Participate in meetings and briefings with applicants
• Assist with the performance of project validation reviews and address any inconsistencies, special considerations, and compliance issues with management
• Recommend technical guidance and recommendations to management
• Assist with the development, maintenance, and implementation of plans and procedures associated with the effective and efficient delivery and monitoring of grant performance of the Public Assistance Grant Program
• Collaborate with IEM’s Disaster Recovery Specialists to identify and elevate financial or administrative issues for resolution, including responding to Federal Awarding Agency or Recipient Request for Information.

Minimum Qualifications:

• One (1) year experience with FEMA Grants (Public Assistance, 428, 404 or 406 Mitigation)
• Bachelor’s degree from an accredited college or university with a major in accounting, business administration, public administration, emergency management, insurance, or related field. An equivalent combination of training and experience may substitute for a degree.
• Novice level of understanding with Title 2 of the Federal Code of Regulations (CFR)
• Novice level of understanding with Federal Awarding Agency’s respective Title of the CFR including cross-cutting Federal rules and regulations.
• Novice level of understanding with applicable State rules and regulations.
• Novice level of understanding with Federal Awarding Agency, State or Recipient program policy rules and guidance
• Novice level of understanding with Recipient/Subrecipient’s internal management policies, procedures, and practices
• Novice level of understanding of grants management, program management, emergency management, or administration of disaster recovery programs preferred
• Novice level of knowledge of grant management, accounting and business management, and budget preparation procedures, and department administration.
• Novice understanding of grant policy and procedures, and the ability to read and interpret grant guidelines and contracts, and to communicate effectively orally and in writing.
• Novice understanding of disaster recovery, emergency management and associated state/federal legislation with the ability to research and organize data. 
• The ability to assist with preparing written reports and conducting analysis.
• Novice level experience using Federal, State and Local grants management workflow software and documentation management systems at either the Federal (preferred FEMA), State, Local Recipient/Subrecipient level.
• Novice level ability to use provided IT tools and document management tools to create, organize and maintain project documents
• Novice level knowledge of standard office procedures and basic computer operations to include a working and functional use (preferred intermediate to advanced) of all Microsoft Office applications including Word, Outlook, and Excel as well as smartphone /text usage
• Ability to effectively communicate (written and orally) with team members and local, state and federal stakeholders.
• Solid written, verbal and organizational skills.
• Ability to work independently with minimal supervision as well as within a team framework to accomplish objectives under a tight deadline
• Able to remain flexible and adapt quickly to changes during each assignment
• Must be willing and able to obtain and maintain a federal security clearance through an extensive government background check with fingerprints.

Preferred Qualifications:

• Knowledge of Disaster Recovery and FEMA grant programs including an understanding of Public Assistance, 428, 404 and 406 Mitigation.
• Knowledge of other federal grant programs such as CARES Act, CDC Grants, HHS Grants, USDA Grants, USACE projects, Small Business Administration disaster recovery, and insurance.
• Knowledge of Emergency Management and associated state/federal legislation with the ability to research, organize and write reports, conduct analysis, prepare/conduct briefings and provide training to support recovery process.
• Experience within the commercial and/or public industries including, but not limited to, government entities/facilities (including military), medical facilities, schools, transportation (roads and bridges), coastal entities, water/waste treatment and utilities/power.
• Professional Registration or Certification including Certified Grants Management Specialist, Project Management Professional, Certified Public Accountant, and Certified Fraud Examiner 

Benefits and more:

• Starting pay is based on location and experience: $59,000 to $70,000
• 10 paid holidays
• Vacation pay
• Sick pay
• 401 (K) plan with matching
• Company paid STD and LTD

Why Join IEM:

We are a woman owned company in Emergency Management that embraces teamwork, collaboration, flexible performance, actionable solutions and integrity/ethics. Our work touches everyone. We produce results that matter. Results that save lives – join us while we build a safe, secure and resilient world.

Our culture:

IEM believes in the greater good and it is our commitment to attract those who have excellent technical skills, creative minds and innovative ideas to keep propelling us forward.   

IEM is an Equal Opportunity Employer including Vets and Disabled:

We are an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state, or local law.

If you need a reasonable accommodation for any part of the employment process, please contact Human Resources and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from Human Resources.