Purpose of Position/Summary:

Working under the guidance of the Recovery Director, the objective of the Public Assistance Program Specialist is to assist the program, the program director, and the grant applicants through consistent communication and organization. The PAP Specialist will accomplish this by working within the FEMA Grants Portal. Tasks include registering new applicant organizations in the system, review and approve/deny RPA (Request for Public Assistance) submissions to make sure the registering organization is eligilble under Public Assistant program guidelines. The position will have a minimum of a 6-month contract with the potential of it being extended.

Location:

This position is located in Downtown Indianapolis at the Indiana Government Center South building. There is free parking for most positions. Has potential for flexible work scheduling options, including the potential for hybrid remote work for employees after a 30-day period of employment.

Essential Duties/Responsibilities:

The mission of Federal Emergency Management Agency's (FEMA) Public Assistance (PA) Grant Program is to provide assistance to state, tribal and local governments, and private non-profit organizations so that communities can quickly respond to and recover from man-made or natural disasters or emergencies declared by the President of the United States. Through the PA Program, FEMA provides supplemental Federal disaster grant assistance to account for various disaster recovery activities including debris removal, emergency protective measures, and the repair, replacement, or restoration of disaster-damaged, publicly owned/eligible private non-profit facilities.

The PA Program also encourages the protection of these damaged facilities from future events by providing assistance for hazard mitigation measures during the recovery process.

After a Presidential Disaster is declared, the program specialist will spend a considerable amount of time working in the FEMA Grants Portal system, which is a website where all PA grants are tracked and administered. This is a system that is used by the state, FEMA, and local applicants alike. Below is a list of common tasks associated with this system:

Register new applicant organizations in the Grants Portal system
Review and approve/deny RPA submissions to make sure the registering organization is eligible under PA program guidelines.
Review and approve/deny project applications associated with a disaster event
Update contact information listed in the Grants Portal
Assist applicants in the upload of disaster-related documentation
Assist with system access issues
Pull disaster data from Portal to build reports for agency leadership

In addition to the items listed above, the program specialist also has to remain available for questions that come from applicants. PA staff will regularly receive phone calls and emails from applicants who have questions ranging from profile creation issues all the way down to the steps needed to update a contact phone number in the Portal. Most often, we receive questions about the status of submitted project applications and their ongoing reviews. This task is multiplied by the number of applicants and the number of projects each applicant has. In a “normal” disaster declaration, IN/FEMA Public Assistance Program can have up to 600 applicants and each applicant has up to 10 or more projects.

Working with FEMA

PA Program Specialists must work with FEMA to accomplish a variety of tasks associated with the PA program. Below is a breakdown of the regular tasks the position will be involved in:

Participate in a weekly call with FEMA staff related to an open disaster event
Participate in a monthly call with FEMAs closeout team related to past disasters
Update/submit quarterly report documentation to FEMA staff
Discuss any significant applicant project issues with appropriate FEMA staff
Communicate all relevant policy/programmatic updates with relevant stakeholders

In addition to the items listed above, the program specialist also has to be available to answer any questions that may come from our FEMA contacts, as we often see issues come up with project applications or RPA submissions from applicants. It is the specialist’s responsibility to address these issues on behalf of the state. Not doing so could mean an applicant missing out on possible funding.

Disaster project closeout

In addition to the work done with disaster projects in the Grants Portal, there are several tasks that program specialists are responsible for outside of that system, which usually come up when a project is ready to be closed out. Below are some of the major tasks that have to be addressed away from the Grants Portal:

Closeout document review
In-person project site visits
Assembling/sending the closeout packet
Work with fiscal to make sure the applicant is reimbursed

The added challenge is that many projects take months, if not years, to complete given the complex nature of the work that is required. In that time, staff turnover on all sides (applicant, state, and FEMA) may delay some of this work being completed.

General Programmatic Responsibilities

Away from the work in the Grants Portal, regular correspondence with FEMA, and the work associated with project closeouts, there are other general programmatic tasks that have to be addressed. Below is a breakdown of the more common items that have to be considered:

Keeping the PA webpage up to date
Collect applicant quarterly report data
Contributing to/participating in recovery training sessions
Assisting in response activities
Assist with state-level exercises
Assist in the revision/maintenance of the State PA Administrative Plan and Task Book
Assists in the collection of data to be included in FFATA reporting

Preferred Experience:

A basic knowledge of local, state and federal government programs and procedures. General knowledge of the administrative requirements of state and federal governments as well as a general knowledge of the duties and responsibilities of all state and federal emergency response agencies/departments. Experience working with state and federal grants and grant program management. Ability to multi-task, and work in high pressure situations and environments. In addition to having a background in emergency management, it is recommended that a candidate for PA program specialist have some background in financial bookkeeping, as this experience may prove to be useful during the closeout of a project. The candidate will also need to have or develop an understanding of the various legal codes/statutes/guidance that serves as the framework of the PA program, which includes but is not limited to the following:

The Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act)

The current and disaster-specific versions of the Public Assistance Program and Policy Guide (PAPPG)

Code of Federal Regulations, Stafford Act Title 44, Chapter 1, Part 201 (44 CFR Part 201)

Other state and federal policies may be implemented as time passes, and the program specialist will be expected to keep up to date on all relevant changes. Must have proficient knowledge of Microsoft Suite programs. A bachelor's degree is preferred.

Supervisory Responsibilities/Direct Reports:

None.

Difficulty of Work:

The position requires, at certain times, long hours and the ability to work under adverse and stressful conditions for extended periods. The position requires you to be available for duty 24 hours a day, 7 days a week.

Personal Work Relationships:

In order to function efficiently, the position requires the ability to work with a number of personnel with various backgrounds and abilities. The position requires you work with other Federal/State/Local Personnel from various departments and divisions. A professional attitude as well as a courteous relationship is needed to foster a spirit of unity of purpose toward all public assistance goals. The PA program specialist may also be asked to address other IDHS response and recovery tasks as assigned.

Working Conditions:

The position would normally be stationed in an office environment. However, there will be times in which the duties of the position require travel to communities throughout the state. These duties include meetings, seminars, site inspections, and trainings. Agency requirements could include working under emergency/disaster field conditions, in field office locations throughout the state for extended periods of time. This may include a requirement to depart upon short notice from home to the site of an incident or disaster.

Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. Our policy is to provide equal employment opportunity to all people in all aspects of employer-employee relations without discrimination because of race, color, creed, religion, sex, national origin, ancestry, age, sexual orientation, gender identity, physical or mental disability, or veteran status. We will comply with the spirit as well as the letter of all applicable state and federal laws.

The State of Indiana has established a culture that welcomes equity, inclusion, and opportunity for all employees and applicants. We encourage you to apply if you feel you have the transferrable skills to be successful in this position and we look forward to reviewing your application.

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