Commonwealth of Pennsylvania

POSITION DESCRIPTION FOR JOB POSTING

Position Number:  00262739

Description Activated On:  7/30/2024 12:37:15 PM

Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. 

 The Emergency Management Specialist works under the Emergency Management Hazard Mitigation, Insurance and Resilient Communities (MIRC) Office, serving as an Agency coordinator; assisting in the administration of the Federal Emergency Management Agency’s (FEMA) Non-Disaster Building Resilient Infrastructure & Communities (BRIC); Non-Disaster Flood Mitigation Assistance (FMA) and SWIFT CURRENT programs; Non-Disaster Legislative Pre-Disaster Mitigation Program (LPDM); Disaster Hazard Mitigation Grant Program (HMGP) and Community Development Block Grant-Disaster Recovery Program (CDBG-DR); and the High Hazard Potential Dam Program (HHPD). The Specialist also serves as the Agency contact for floodplain management matters pertaining to HMA guidance (such as use Increased Cost Compliance and NFIP Duplication of Benefits reviews).

Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor.

Possesses basic to intermediate knowledge of Microsoft Word, Excel, and PowerPoint programs.

Assists state, county and local governments in the development of disaster resistant community initiatives.

Assists eligible applicants for the various hazard mitigation programs in drafting applications, utilizing the current E-Grants system or its subsequent system.

Provides technical advice and assistance to applicants concerning documentation requirements and funding procedures.

Assists PEMA personnel in grant disbursement and project close-out for all Hazard Mitigation Assistance (HMA) grants.

Acts as the applicants advocate in all matters related to project grant approval and administration.

Acts as a liaison between FEMA and the project applicant.

Conducts and documents on-site assistance visits. (Fiscal Briefs, Closeouts, Monitoring)

Initiates and responds to telephonic and written inquiries associated with HMA Grants.

Conducts and documents project Benefit Cost Analysis (BCA) using FEMA computer software tool.

Employee will become familiar with the aspects of FEMA’s National Flood Insurance Program and PEMA’s responsibilities to assist in Floodplain Management activities.

While in the field for HM activities, employee will provide digital photos to PEMA and FEMA, when applicable, for possible violations in the FEMA Special Flood Hazard Area [floodplain] pre- or post-event (e.g. propane tanks not anchored, large piles of wood, accessory buildings not elevated)

Employee will become familiar with eligible activities for Hazard Mitigation Planning and Project activities and provide possible project types and mitigation actions to PEMA HQ via meeting reports (Hazard Mitigation planning, home acquisitions/demolitions, home elevations, floodproofing, generators) to assist communities with mitigation and resilience strategies and project development.

Reviews, verifies invoices, document submission of, and submits claims for reimbursement for HMA Grants.

Reviews, verifies factual information, documents and recommends appeal outcomes related to project and/or project reimbursement disapprovals.

Reviews, recommends and documents all assigned project time extension requests.

Assists in the development of Hazard Mitigation Assistance policy directives.

Prepares reports, charts, spreadsheets, graphs and presentations for Agency, county and local officials.

Coordinates county and local mitigation planning efforts with the Agency and MIRC Office planning staff.

Initiates, conducts and documents project final review close out inspections.

Initiates, conducts and documents project close out fiscal documentation and correspondence.

Performs duties of HMGP coordinator as assigned by Hazard Mitigation Supervisor:
Maintains HMGP financial status reports

Develops and maintains HMGP project status reports

Provides information to applicants and receives project Quarterly Reports for all assigned projects.

Participate, support and evaluate training sessions for state, county, or municipal emergency management officials to adequately prepare for, respond to, recover from, and mitigate natural, human-made, and technological emergencies.

May be eligible for part time telework (COOP Validation)

Performs other duties as required.

Responsible for completing mandatory FEMA Independent Study Courses as requested.
IS-100 Introduction to ICS
IS-700 Introduction to NIMS
IS-800 National Response Framework
IS-191 ICS/EOC Interface
IS 2200 – Basic EOC Functions (online)

A person in this position may be eligible for telework
Performs other related duties as assigned.
NOTATION OF SCHEDULE: During an emergency, employee may be required to work 12-hour shifts. Employee may have their work schedule and/or hours changed or modified based on the emergency and assignment needs. Except for emergencies, changes to schedules and work hours will be provided at least two weeks in advance.

EMERGENCY ASSIGNMENT
This employee is an Essential Worker.
Performs tasks to be assigned during periods of emergencies. Such tasks may differ from normal day-today routine. These emergency assignments are, at times, received with little or no advance notice and may last for any period of time ranging from a few hours to several weeks or more, depending on the nature of the circumstance. The emergency assignments are sometimes performed under adverse (less than favorable) conditions and may require travel to a disaster site for short or extended periods of time.
This position performs operational assignments as required during actual emergencies. Position may serve in the Commonwealth Response Coordination Center and must be available to work outside of the normal work hours, to include weekends and overnights, when activated.

Assists in the establishment of the Joint Field Office located in the designated area.

Participates as a member of the Hazard Mitigation Field Team in preliminary damage assessment (PDA) activities. May also assist Public Assistance and Individual Assistance Team needs.

Participates in the notification of potential disaster applicants and registration of applicants at Hazard Mitigation Grant Program briefings.

Assists Public Assistance applicants in the identification of cost-effective hazard mitigation section 406 opportunities during the Project Worksheet (PW) development phase of recovery.

Performs related field duties as required.

Operate a motor vehicle to travel to various field sites and emergency/disaster locations.

Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature.

In response to requests for technical assistance (i.e. completing application; understanding issues; etc.) incumbent reviews request and responds with appropriate information (i.e. travel to site; telephone; or written documentation). Incumbent also reviews invoices submitted for reimbursement for eligibility, and issues requests for reimbursement for costs deemed eligible.

Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License

Experience:

Within 1 year complete the following training:

1. Emergency Management Institute (EMI) Basic Benefit Cost Analysis (BCA) Training


Within 2 years complete the following training:

1. HMA L212, L213, L214 Courses (as offered)

2. Floodplain Management (FPM) L-273 Basic

3. Working knowledge of external platforms such as Microsoft Teams, Webex, and Adobe
Connect.

4. Must be familiar with the use of FEMA Substantial Damage Estimator 3.0

Licenses, registrations, or certifications:

1.   Class C Driver's License
 
2.   N/A
 
3.   N/A
 
4.   N/A
 
5.   N/A
 
6.   N/A

Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
 
 1. Clearly communicates orally & in writing.
 2. Uses work related electronic equipment including computers and handheld devices.
 3. Able to lift, push, etc., equipment and personal gear up to 60 pounds
 4. Travel as required both within and outside of the Commonwealth for meetings and to attend conferences and represent the agency as requested.
 5. Participates in disaster related travel in locations throughout the Commonwealth or EMAC.
 6. Work in stressful conditions – posses physical and mental stamina to work under high pressure conditions for extended periods of time
 7. Able to successfully attain and maintain Federal required Public Trust background clearance upon hiring and throughout tenure
 8. Legally operate a motor vehicle
 9.
 10.