OPS Compliance And Monitoring Supervisor - 31902024

Ops Compliance And Monitoring Supervisor - 31902024

The Florida Division of Emergency Management (FDEM) 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. FDEM 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.

This is a professional position within the Administration and Plans Section of the Bureau of Recovery. This position is responsible for supervising the Compliance and Monitoring Unit, which oversees sub-recipient monitoring and compliance for applicants of the bureau's state and federal grant programs, primarily the FEMA Public Assistance Program. Additional duties and responsibilities include, but are not limited to:

• Manage and supervise the day-to-day operations and staff as required, including but not limited to set goals and objectives for direct reports; review work-related performance; address employee performance issues promptly and use corrective action to resolve performance problems; perform employee Performance Planning and Review within designated time periods in accordance with FDEM procedures; supervise subordinates; communicate clearly and frequently with staff to ensure mission and tasks are clear; provide prompt and courteous customer service; motivate and inform employees of new techniques, policy changes through staff meetings, discussions and written communication.
• Provide back-up support to Compliance and Monitoring Units to ensure continuity of operations, as needed.
• Develop and conduct risk assessments: Evaluate sub-recipient risks for potential negative impacts. Identify methods for mitigating risks. Maintain accurate records of all activity related to the risk assessment process.
• Develop strategies for and conduct compliance monitoring and audits of sub-recipients: Develop a monitoring plan that ensures adequate coverage to targeted risk factors. Develop monitoring tools to ensure consistent and accurate method of recording monitoring activities and results. Conduct monitoring activities as part of desk reviews or when necessary, through onsite monitoring. Identify the reporting requirements to ensure findings are accurately identified and supported. Maintain an accurate record of all activities for each monitoring event.
• Track ongoing sub-recipients audits and conducting monitoring activities and risk assessments as necessary based off audit findings. Draft, route, forward, and track compliance-related correspondence to sub-recipients. Track ongoing state and federal audits of the Bureau of Recovery: Serve as point-of-contact for state and federal audit information requests. Research and prepare audit responses. Maintain a tracking system and pending file for active audits to track inquiries and responses. Keep bureau management apprised of on-going audit status and findings.
• Provide technical consulting relating to the receipt and use of federal and state emergency management grant funding to assure the completion of activities specified in the contracts awarded by the bureau. Support implementation and compliance with the Florida Recovery Obligation Calculation (F-ROC) Program: Collaborate with the Program Manager and team to develop and maintain the Disaster Readiness Assessment (DRA). Perform validation and quality control reviews of submitted DRAs. Assist applicants in mitigating the risk of non-compliance with federal program requirements through review of related policies and procedures. Perform other duties as assigned.

Knowledge, Skills, and Abilities:

• Ability to monitor contractor/recipient/sub-recipient compliance with program requirements through the review, analysis and processing of financial and program deliverables including expenditure, budgeting, staffing and progress reports, audits, and requests for payment.
• Ability to understand, interpret, and apply relevant Florida Administrative Code, Florida Statutes, and Code of Federal Regulations as well as FDEM’s policies and procedures related to FEMA’s Public Assistance program.
• Knowledge of contract management in compliance with 287 F.S. and Rule 60A-1.002, FAC.
• Knowledge of grant management in compliance with Section 215.97 FS and Section 215.971 FS.
• Ability to prepare contractual documents to include but not limited to: a clearly established scope of work, deliverables directly related to the scope of work, performance criteria for each deliverable, and financial consequences.
• Ability to utilize problem-solving techniques.
• Ability to plan, organize, and coordinate work assignments.
• Demonstrated 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 disasters.
• Knowledge of the F-ROC Program.
• Demonstrated ability to work effectively in a team environment and/or individually, whether with internal or external stakeholders, on programmatic issues and/or principals.
• 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.
• 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.

Minimum Qualifications:

• Minimum of four years demonstrated knowledge of federal and state grant and contract compliance and monitoring regulations, including familiarity with applicable Florida Statutes, Florida Administrative Code, and Code of Federal Regulations.
• Experience supervising or leading teams, including assigning tasks, providing performance feedback, and supporting employee development.
• Experience conducting risk assessments, performing audits or monitoring activities, and analyzing financial/programmatic data for compliance purposes.
• Florida Certified Contract Manager (FCCM) certification in compliance with Section 287.057 and 215.971 (2)(a)1. F.S. or the ability and willingness to obtain within first 12 months of employment.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.