Public Assistance Program Assistant (Emergency Management Program Specialist 1)

Washington State Health Care Authority; Lakewood (WA); Hybrid; USD 42,000 - 62,000; Full time

Benefits offered by this job

Health care coverage

Retirement savings plan

Job training opportunities

Job summary

Washington Military Department's Emergency Management Division seeks a Public Assistance Program Assistant to support disaster recovery efforts at Camp Murray, WA. The role involves grant administration, documentation, and coordination with federal/state oversight agencies.

Responsibilities include processing grant awards, closures, and PDA data; ensuring compliance with insurance and environmental requirements; and assisting in training and outreach activities for PA leadership.

Qualifications

• Bachelor's Degree required; substitutions allowed year-for-year for education.
• Experience in emergency management, finance, training, public information, or program management may substitute for education.
• Experience in an emergency management organization at appropriate level may substitute for education.

Responsibilities

• Develop and monitor grant contracts and reimbursements.
• Coordinate grant awards and ensure timely processing and delivery.
• Review and annotate grant conditions and perform grant reporting.
• Assist with Sub-recipient grant closure and PDA data gathering for FEMA/state needs.

Skills

Organizational skills

Emergency management

Grant management

Communication

Data tracking

Microsoft Office

Education

Bachelor's Degree

Tools

Excel

Access

SharePoint

Job description

Public Assistance Program Assistant Emergency Management Program Specialist 1 Camp Murray, WA

The Washington Emergency Management Division (EMD) is seeking an organized, energetic, positive, and motivated Public Assistance Program Assistant that will provide professional level emergency management support related to disaster and recovery efforts.

Emergency Management Division

As part of the Military Department, the EMD leads and coordinates mitigation, preparedness, response and recovery in Washington State to minimize the impact of disasters and emergencies on the people, property, environment and economy.

The state’s Emergency Management Division is a civilian (non-military) division of the Washington Military Department.

Public Assistance Program

The Public Assistance Program administers the state and federal public assistance and infrastructure program for all disasters designated as a Presidential Declared Disaster. The Public Assistance Program enables governments, communities, non-profit organizations, and tribes to recover from the immediate and long-term impacts of disasters. The program provides state and federal funds to these agencies for the repair and restoration of damaged public facilities, as well as to reimburse the agencies for a portion of the costs associated with emergency work and debris removal due to the disaster.

About the Washington Military Department

Protecting people is our passion. At the Washington Military Department, we combine our unique talents to create safer communities and ensure our neighbors and loved ones can recover from whatever emergency might arise. Our agency unites civilian employees with members of the Washington National Guard, creating a team that is deeply committed to public service. We go home at night knowing that our day-to-day work supports activities that truly make a difference. Whether that’s partnering with our communities to prepare for a disaster, leading an emergency response, hiring top-notch talent or supporting at-risk kids at our Washington Youth ChalleNGe Academy - the Washington Military Department seeks to safeguard our way of life and those that call Washington home.

To learn more about the Washington Military Department, please visit: www.mil.wa.gov.

In addition to job fulfillment, the Washington Military Department offers an excellent benefits package which includes exceptional health care coverage, a retirement savings plan and job training opportunities.

Responsible to perform grant documentation and grant funds reimbursements:

• Develop and monitor grant contracts.
• Coordinate and process grant awards ensuring timely grant processing and delivery.
• Coordinate and process grant funds reimbursement requests.
• Coordinate and ensure timely process Sub-recipient refunds received.
• Review and annotate grant award general and special conditions.
• Grant reporting to federal and state oversight agencies.

Assist the PA Program Manager and FMAG Program Manager in coordinating and completing Sub-recipient grants closure reporting to federal and state oversight agencies:

• Initiate grant closure procedures and assist in contract and grant close-out process.
• Ensure all mandated special conditions such as insurance requirements, environmental requirements, archeological/historic requirements, and hazard mitigation completion requirements have been reviewed and certified.
• Reconcile all payment requests and reimbursements with Finance Office to ensure fund balance accuracy.
• Ensure Sub-recipient case management files for records retention ensuring the entire file is complete with all construction and non-construction documentation.

Assist in the data gathering for the PA Program Preliminary Damage Assessment (PDA) for inclusion in the Governor's request to the President for federal assistance.

• Track work program deadlines, prioritizing incoming assignments, and manage data/documentation, including FEMA-State PDA results and scorekeeping.
• Assist with PA training seminars, technical workshops, and outreach presentations in coordination with PA leadership.
• Serve in operational roles throughout the disaster lifecycle - from IDA/PDA and State EOC operations through JFO, transition, and long-term recovery activities, including field assignments, travel, shift work, and extended hours.

REQUIRED QUALIFICATIONS

Bachelor's Degree

Professional level experience in emergency management, financial management (grant, contracting, claims management, budgeting), training/education, public information/affairs, program/project management, environmental analysis/planning, civil/structural engineering, legislative affairs, and/or urban planning will substitute, year for year, for the education requirement.

Experience working in an emergency management organization at or above the Office Assistant Senior or equivalent level will substitute, year for year, for the education requirement.

DESIRED QUALIFICATIONS

Experience:

• Grants Management: Coordinating and processing grants, contracts, reimbursement requests, or other financial transactions; maintaining program records and tracking systems; interpreting and applying federal and state laws, regulations, policies, and procedures; and communicating with internal and external partners to resolve issues and complete program requirements.

Skills, abilities, and competencies to:

• Manage multiple projects, assignments, and competing priorities simultaneously.
• Quickly adapt work plans and priorities in response to changing program needs, emerging issues, and time-sensitive requests.
• Organize and track multiple assignments while maintaining accuracy, attention to detail, and established timelines.
• Work independently, exercise sound judgment in prioritizing assignments, and recognize when issue require escalation.
• Remain effective and professional in a fast-paced environment with frequent interruptions and changing priorities.
• Analyze and apply complex and technical materials such as federal and state laws.
• The ability to take action to learn and grow.
• The ability to take action to meet the needs of others.
• Utilize Microsoft Office Suite (Word, Excel, Access, PowerPoint, SharePoint, or similar programs) to develop documents in support of program objectives.
• Tracking Systems: Developing and maintaining tracking systems for grants.

Compensation:

Wage/salary depends on qualifications or rules of promotion.

CONDITIONS OF EMPLOYMENT

Background Investigation:

Must successfully complete the appropriate background checks required for employment. Must be willing to sign releases of information and shall not have access to any investigative materials and files. The processing of background checks can take up to six months post-employment. Failure to successfully pass a background check may be cause for termination.

Driver's License:

1. Valid to drive in the State of Washington.
2. Must meet requirements of the REAL ID Act. This is required for base access and will be required upon hire.

Military Facility:

Willingness to work on a Military Controlled Access Installation. Camp Murray utilizes the Defense Biometric Identification System (DBIDS) for entry to the installation. Must meet access requirements / background check which can be found in the Camp Murray Access Requirements Policy (Unified Policy No. 18-01) this includes possession of an Enhanced Driver's License, or other REAL ID Compliant Identification.

Union Shop Provision:

This position is represented by the Washington Federation of State Employees (WFSE).

Work Hours:

The standard work schedule is Monday through Friday, 8 hours a day, or a four-day per week schedule, 10 hours per day, with either Mondays or Fridays off. The actual work hours will be established between the employee and supervisor and will start no earlier than 6:00am and end no later than 6:00pm.

Telework:

This position may be eligible for a hybrid telework schedule following an initial six-month period of employment, based on satisfactory performance, successful completion of training and onboarding, and the nature of assigned duties. Telework arrangements are subject to supervisor approval and may be modified or discontinued based on operational needs, emergency response requirements, or other business needs. Telework eligibility may also be considered earlier at the discretion of the supervisor.

Emergency Assignment:

Upon activation of the State Emergency Operations Center (SEOC) or Joint Field Office (JFO), incumbent may be required to work in an alternate location with rotating shifts, including weekends and evenings, in a highly stressful and fast-paced environment.

Travel:

Requires the ability and willingness to independently travel throughout the state, sometimes overnight, to attend meetings and conduct public outreach and training.

The Washington Military Department is an equal opportunity employer. We value the importance of creating an environment in which all employees can feel respected, included, and empowered to bring unique ideas to the agency. Our diversity and inclusion efforts include embracing different cultures, backgrounds and viewpoints while fostering growth and advancement in the workplace. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, disabled and Vietnam era veterans, as well as people of all sexual orientations and gender identities are encouraged to apply. Persons with disabilities and/or limited English proficiency needing assistance in the application process, or those needing this job announcement in an alternative format may contact the Recruitment Section of State Human Resources at: Email: [e-mail], Call: [phone], or 711