Grants Management Specialist II

IEM is looking to bring on Full Time- Grant Management Specialist II (GMS II) to join our State and Local Response and Recovery team.

Primary Location:

• Candidate must live a commutable distance to San Juan, Puerto Rico.
• Position will be a fully in office role, we cannot accommodate remote work from home.

Essential Functions:

Prepare, process, track and submit on behalf of the Applicant/Subapplicant (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/Subapplicant (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:

• Experience: Three (3) years’ experience with FEMA Grants (Public Assistance, 428, 404 or 406 Mitigation).
• Degree: Bachelor’s degree from an accredited college or university with a major in accounting, business administration, public administration, emergency management, insurance, or related field.
• Experience and Degree Substitution: An equivalent combination of training and experience may substitute for a degree.
• Bilingual: English / Spanish.
• Intermediate level of understanding with Title 2 of the Federal Code of Regulations (CFR)
• Intermediate level of understanding with Federal Awarding Agency’s respective Title of the CFR including cross-cutting Federal rules and regulations.
• Intermediate level of understanding with applicable State rules and regulations.
• Intermediate level of understanding with Federal Awarding Agency, State or Recipient program policy rules and guidance.
• Intermediate level of understanding with Recipient/Subrecipient’s internal management policies, procedures, and practices.
• Intermediate experience in grants management, program management, emergency management, or administration of disaster recovery programs preferred.
• Intermediate level of knowledge of grant management, accounting and business management, and budget preparation procedures, and department administration.
• Intermediate level of knowledge of disaster recovery, emergency management and associated state/federal legislation with the ability to research and organize data.
• Intermediate level experience using Federal, State and Local grants management work-flow software and documentation management systems at either the Federal (preferred FEMA), State, Local Recipient/Subrecipient level.
• Intermediate level ability to use provided IT tools and document management tools to create, organize and maintain project documents.
• Intermediate level knowledge of standard office procedures and intermediate 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.
• Demonstrated ability to interpret grant policy and procedures, to read and interpret grant guidelines and contracts, and to communicate effectively orally and in writing.
• 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.
• The ability to write reports, conduct analysis, and prepare/conduct briefings.
• The ability to assist with the development of and provision of training to support the recovery process.

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.

Additional Information:

• Office Locations: Often, these offices are either owned by the client we work with or by IEM. All candidates are expected to follow any rules and regulations of the office in which they are required to work for that project. 

Benefits and more:

• 10 paid holidays
• Vacation pay
• Sick pay
• 401 (K) plan with matching
• Company paid STD and LTD

Equal Employment Opportunity. All IEM employment decisions, including recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment, if necessary, are made without regard to an individual’s race, color, religion, creed, sex (including sexual orientation, gender identity, and gender expression), national origin, ancestry, age, physical or mental disability, medical condition, genetic information, pregnancy (including childbirth and related medical conditions), marital status, military or veteran status, citizenship or immigration status, or any other characteristic protected under applicable law. 

Reasonable Accommodation. IEM is committed to providing reasonable workplace accommodations for individuals with disabilities. If you require assistance or reasonable accommodation during any part of the application or employment process, please email [email protected] with specific details about the requested accommodation. All accommodation requests are reviewed case-by-case in compliance with applicable law.