Job Title
Quality Assurance Coordinator
Agency
Texas Division of Emergency Management
Department
Quality Assurance Unit
Proposed Minimum Salary
$6,890.63 monthly
Job Location
Austin, Texas
Job Type
Staff
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 Quality Assurance Coordinator performs complex (journey-level) grant development, coordination, and administration work. Work involves preparing, maintaining, and reporting grants; coordinating and evaluating grant applications to determine appropriateness of grant or compliance with requirements and standards; and serving as a liaison between funding recipients and the state or federal government. This position works under general supervision, with moderate latitude for the use of initiative and independent judgment.
*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:
- Ensures grantees and subrecipients’ compliance with conditions of grants by monitoring and analyzing agreements, contracts, expenses, activities, and federal and state regulations.
- Verifies the nature and amount of grant-related expenditures through examination of payroll records, contracts, timesheets, inventory asset accounts, account payables, and real estate records; ensures all expenditures are in compliance with the defined scope of work and state and federal guidelines.
- Interprets policies, rules, or regulations; provides guidance to staff and the community regarding grant administration, compliance, policies, and procedures; and resolves related issues and concerns.
- Prepares grant closeout materials.
- Maintains files and records and prepares reports related to grants issued and or received.
- May assist in the development of requirements for grant programs and in the creation of grant applications that may be awarded by the grantor agency.
- Assists in planning, organizing and coordinating programs that involve local, state, and federal agencies, volunteer groups, and the public.
- Serves as a liaison to government agencies, community organizations, and the general public to assist in explaining program specifics and requirements.
- Reviews action plans developed by local jurisdictions for compliance with Federal Emergency Management Agency (FEMA) procedures and guidelines.
- Reviews grant applications completed by other TDEM Recovery/Mitigation Coordinators for accuracy.
- Reviews submitted grant applications and determines the applicant’s eligibility for award based on established criteria.
- Assists in preparing and processing applications for disaster projects in accordance with applicable state and federal laws, rules, policies and procedures.
- May travel throughout the state for conferences, trainings, work-related activities, and disaster emergency response as required by the agency. If deployed for disaster emergency response, responsibilities may include surveying disaster areas to assist in the identification of appropriate measures to assist local officials and the most applicable state and federal assistance programs to fund those measures.
- Represents the state during post-disaster operations and helps coordinate provision of post-disaster assistance.
- Ability to travel (10%).
- Performs related work as assigned.
- Face-to-face and person-to-person interactions are required.
- Maintains a regular course of attendance during authorized work schedule and work extended hours when needed.
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 from an accredited college or university or an equivalent combination of education and experience.
- Experience – Two (2) years of related work experience performing any combination of grant management, emergency management, financial or program compliance, public or business administration, and/or insurance adjusting.
PREFERRED QUALIFICATIONS:
- Graduation from an accredited college or university in emergency management, accounting, finance, business management, construction management or public administration is preferred.
- Preferred experience working with FEMA grant programs at the technical and operational levels, including knowledge of program requirements and grant administration processes.
* Additional work experience of the type described above may be substituted for the education requirement on a year-for-year basis. Thirty (30) semester hours are equivalent to one (1) 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 information related to Emergency Management, State, and Federal, regulations, legislation, guidelines, policies and procedures.
- Demonstrated considerable knowledge of public and grant administration.
- Considerable knowledge, after training, of methods of resources management, including the acquisition, allocation and distribution of various types of financial assistance and disaster relief.
- Knowledge of laws and regulations pertaining to grants and contract administration, of business administration principles and practices, and of research and budgeting processes.
- Skill in grant preparation, development, evaluation, and monitoring, in report writing, in budget development and monitoring.
- Must demonstrate an ability to exercise poise, tact, diplomacy and an ability to establish and maintain positive, working/professional relationships with internal/external customers.
- Must be organized, flexible, and able to effectively prioritize in a multi- demand and constantly changing environment; able to meet multiple and sometimes conflicting deadlines without sacrificing accuracy, timeliness or professionalism.
- Must be able to construct and deliver clear, concise, and professional presentations to a variety of audiences and/or individuals.
- Must demonstrate ability to quickly and efficiently access relevant information and be able to utilize and/or present research and conclusions in a clear and concise manner.
- Must demonstrate an ability to examine data/information, discern variations/similarities, and be able identify trends, relationships and causal factors, as well as grasp issues, draw accurate conclusions, and solve problems. Skill in coordinating and solving problems.
- Must possess appropriate levels of proficiency with utilized software and systems and be able to learn new software/systems. Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Must demonstrate an ability to responsibly handle sensitive and confidential information and situations; and adhere to applicable laws/statutes/policies related to access, maintenance and dissemination of information.
- Must be able to work in a safe manner at all times, avoiding shortcuts that have potential adverse results/risks, and must be able to comply with safety standards and best practices. 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 compliance reviews or audits.
- Availability to work extended or non-traditional hours such as evenings, weekends, special events, etc. Must have the ability to operate outside of normal working hours during disaster response and recovery deployment activities away from normal duty station and in inclement weather for extended periods, including nights and weekends.
REGISTRATION, CERTIFICATION OR LICENSURE:
- Valid Texas Driver’s license.
- Within twelve (12) months of employment, employee must successfully complete IS-100, IS-200, IS-700, and IS-800.
*Additional Military Crosswalk (occupational specialty code) information can be accessed at: http://www.hr.sao.texas.gov/CompensationSystem/JobDescriptions
*Resumes are not accepted in lieu of an application.
All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.
