Public Assistance Program Specialist

Summary

Public Assistance Program Specialist

Join the Oklahoma Department of Emergency Management (OEM) Make a difference every day in Oklahoma's safety and resilience.

At OEM, you'll be part of a mission-driven team that strengthens communities before, during, and after disasters. Whether it's coordinating response efforts during severe weather, assisting communities with hazard mitigation planning, or providing critical support during emergencies, OEM employees serve with purpose and impact.

We seek motivated, adaptable professionals who:

• Are committed to public service and community preparedness
• Can work effectively in team environments and high-pressure situations
• Are resourceful in problem-solving and coordinating across diverse partners

We are seeking a Public Assistance Program Specialist providing support to our Recovery area. This position is located in Oklahoma City, Oklahoma.

This position is a regular, full-time position governed by the Oklahoma Civil Service system and subject to the Civil Service and Human Capital Modernization Act. Employment in this role is covered by applicable Civil Service Rules, policies, and procedures.

This position is subject to a required 12-month trial period, during which performance, conduct, and overall suitability for continued employment will be evaluated in accordance with Civil Service Rules.

Under the direction of the Recovery Director, this position performs professional-level emergency management work supporting State Disaster assistance, FEMA Public Assistance (PA), and statewide disaster recovery operations. The Public Assistance Program Specialist provides technical assistance, project coordination, damage documentation review, and applicant support for federally declared disasters and recovery operations.

This position serves as a liaison between applicants, state personnel, and federal partners to support compliance with FEMA Public Assistance policies, regulations, and grant requirements. Responsibilities include project development, eligibility review, reimbursement coordination, and operational support activities related to disaster recovery and resilience efforts.

Other duties as assigned.

Education and Experience requirements at this level consist of a bachelor's degree in business, public administration or urban planning plus one year of qualifying experience; or an equivalent combination of education and experience, substituting one year of experience in a technical capacity in emergency preparedness planning or emergency management operations, or in public assistance or disaster recovery operations at the local, state or federal level for each year of the required education plus one additional year of qualifying experience.

Knowledge of:

• Emergency management, disaster recovery, and emergency response principles and practices
• FEMA Public Assistance policies, procedures, grant administration requirements, and disaster recovery assistance programs
• Principles and practices of program planning, project implementation, and operational coordination
• State and federal laws, rules, regulations, and guidance pertaining to disaster recovery, reimbursement, procurement, and emergency assistance programs
• Disaster preparedness, recovery operations, and coordination of state, federal, tribal, local, military, and civilian emergency response resources
• Public administration principles and practices
• Documentation management, operational reporting, charting, and records retention practices
• Training techniques and applicant technical assistance methods
• Local and county concerns associated with emergency planning, disaster recovery, and infrastructure restoration
• Microsoft 365 and standard office productivity applications

Skills in:

• Reviewing and organizing technical, operational, financial, and project documentation
• Coordinating multiple recovery projects, deadlines, and operational priorities simultaneously
• Providing applicant technical assistance and disaster recovery program support
• Conducting operational tracking, reporting, compliance monitoring, and reimbursement coordination activities
• Researching and resolving documentation discrepancies, eligibility concerns, and compliance issues
• Preparing reports, correspondence, guidance materials, and operational documentation
• Presenting information and conducting meetings or trainings with applicants, stakeholders, and partner agencies

Abilities to:

• Evaluate emergency situations and adopt effective courses of action within disaster recovery and emergency management environments
• Interpret and apply FEMA guidance, regulations, policies, and emergency management procedures
• Analyze and communicate disaster recovery and emergency response information to applicants, officials, stakeholders, and partner agencies
• Encourage applicant compliance with state and federal emergency management and disaster recovery requirements
• Gather, analyze, and organize information from printed, electronic, financial, operational, and recorded sources
• Establish and maintain effective working relationships with applicants, FEMA personnel, partner agencies, and staff
• Present ideas, operational information, and technical guidance clearly and concisely in both written and verbal formats
• Plan, coordinate, and support disaster recovery operations, applicant coordination efforts, and emergency management activities
• Anticipate, identify, and resolve operational, compliance, documentation, and coordination issues
• Prepare and review complex reports, reimbursement documentation, and recovery-related records
• Operate effectively under pressure and adapt to rapidly changing priorities and operational conditions during disaster recovery activities

Provide operational support during State Emergency Operations Center activations, emergency incidents, State Disaster operations, federally declared disasters, and disaster recovery operations:

• Support agency recovery operations during emergency activations and disaster recovery missions
• Participate in field deployments, Joint Field Office operations, applicant coordination activities, and recovery support assignments as needed
• Assist with operational reporting, disaster coordination, and recovery-related information management activities
• Support continuity of recovery operations during high-tempo and high-volume disaster events
• Operate effectively in high-stress environments involving rapidly changing priorities and operational demands
• Staff assigned SEOC positions during activations and perform operational coordination, information management, reporting, and other incident-specific responsibilities as assigned
• Support State Disaster activities, including coordination, documentation, tracking, and processing responsibilities associated with assigned recovery functions

Recovery & Grant Management Systems:

• FEMA Grants Portal
• OKEMGrants
• Grant reimbursement and recovery reporting systems

Documentation & Reporting Tools:

• Microsoft Excel
• Microsoft Outlook
• Microsoft Teams
• SharePoint
• Document management and records retention systems

Operational Coordination Tools:

• Virtual meeting and applicant coordination platforms
• Disaster recovery reporting and situational awareness systems

Travel: Frequent in-state travel and occasional out-of-state travel may be required in support of disaster recovery operations, applicant coordination, field inspections, training, emergency deployments, or Joint Field Office assignments.

Working Conditions:

• Standard office environment during normal operations
• May require deployment to Joint Field Offices (JFOs), disaster recovery locations, applicant sites, or field environments
• Frequent interaction with applicants, partner agencies, FEMA personnel, and recovery stakeholders
• Work may involve extended hours, rapidly changing priorities, and high-volume workloads during disaster recovery operations
• Frequent computer-based work involving documentation review, operational tracking, reporting, and coordination activities

Physical Requirements:

• Ability to travel to disaster-affected areas and field locations
• Ability to conduct field visits and site inspections in varying environmental conditions
• Prolonged periods of sitting and computer-based work

Special Requirements:

• Ability to obtain and maintain required FEMA Independent Study (IS) and NIMS/ICS training
• Ability to maintain confidentiality of sensitive applicant and disaster recovery information
• Ability to work effectively under pressure and manage multiple concurrent projects and deadlines
• Must possess a valid Oklahoma driver license at the time of appointment and be willing and able to perform all job-related in-state and out-of-state travel associated with the position
• Must maintain the physical and mental stamina necessary to perform disaster recovery and emergency management work, including work under conditions involving heavy workloads, physical exertion, extreme heat, smoke, dust, or other adverse environmental conditions
• Ability to lift and carry equipment, records, or other materials associated with disaster recovery operations and field deployments

Job Description

Public Assistance Program Specialist

Join the Oklahoma Department of Emergency Management (OEM) Make a difference every day in Oklahoma's safety and resilience.

At OEM, you'll be part of a mission-driven team that strengthens communities before, during, and after disasters. Whether it's coordinating response efforts during severe weather, assisting communities with hazard mitigation planning, or providing critical support during emergencies, OEM employees serve with purpose and impact.

We seek motivated, adaptable professionals who:

• Are committed to public service and community preparedness
• Can work effectively in team environments and high-pressure situations
• Are resourceful in problem-solving and coordinating across diverse partners

We are seeking a Public Assistance Program Specialist providing support to our Recovery area. This position is located in Oklahoma City, Oklahoma.

This position is a regular, full-time position governed by the Oklahoma Civil Service system and subject to the Civil Service and Human Capital Modernization Act. Employment in this role is covered by applicable Civil Service Rules, policies, and procedures.

This position is subject to a required 12-month trial period, during which performance, conduct, and overall suitability for continued employment will be evaluated in accordance with Civil Service Rules.

Under the direction of the Recovery Director, this position performs professional-level emergency management work supporting State Disaster assistance, FEMA Public Assistance (PA), and statewide disaster recovery operations. The Public Assistance Program Specialist provides technical assistance, project coordination, damage documentation review, and applicant support for federally declared disasters and recovery operations.

This position serves as a liaison between applicants, state personnel, and federal partners to support compliance with FEMA Public Assistance policies, regulations, and grant requirements. Responsibilities include project development, eligibility review, reimbursement coordination, and operational support activities related to disaster recovery and resilience efforts.

Other duties as assigned.

Education and Experience requirements at this level consist of a bachelor's degree in business, public administration or urban planning plus one year of qualifying experience; or an equivalent combination of education and experience, substituting one year of experience in a technical capacity in emergency preparedness planning or emergency management operations, or in public assistance or disaster recovery operations at the local, state or federal level for each year of the required education plus one additional year of qualifying experience.

Knowledge of:

• Emergency management, disaster recovery, and emergency response principles and practices
• FEMA Public Assistance policies, procedures, grant administration requirements, and disaster recovery assistance programs
• Principles and practices of program planning, project implementation, and operational coordination
• State and federal laws, rules, regulations, and guidance pertaining to disaster recovery, reimbursement, procurement, and emergency assistance programs
• Disaster preparedness, recovery operations, and coordination of state, federal, tribal, local, military, and civilian emergency response resources
• Public administration principles and practices
• Documentation management, operational reporting, charting, and records retention practices
• Training techniques and applicant technical assistance methods
• Local and county concerns associated with emergency planning, disaster recovery, and infrastructure restoration
• Microsoft 365 and standard office productivity applications

Skills in:

• Reviewing and organizing technical, operational, financial, and project documentation
• Coordinating multiple recovery projects, deadlines, and operational priorities simultaneously
• Providing applicant technical assistance and disaster recovery program support
• Conducting operational tracking, reporting, compliance monitoring, and reimbursement coordination activities
• Researching and resolving documentation discrepancies, eligibility concerns, and compliance issues
• Preparing reports, correspondence, guidance materials, and operational documentation
• Presenting information and conducting meetings or trainings with applicants, stakeholders, and partner agencies

Abilities to:

• Evaluate emergency situations and adopt effective courses of action within disaster recovery and emergency management environments
• Interpret and apply FEMA guidance, regulations, policies, and emergency management procedures
• Analyze and communicate disaster recovery and emergency response information to applicants, officials, stakeholders, and partner agencies
• Encourage applicant compliance with state and federal emergency management and disaster recovery requirements
• Gather, analyze, and organize information from printed, electronic, financial, operational, and recorded sources
• Establish and maintain effective working relationships with applicants, FEMA personnel, partner agencies, and staff
• Present ideas, operational information, and technical guidance clearly and concisely in both written and verbal formats
• Plan, coordinate, and support disaster recovery operations, applicant coordination efforts, and emergency management activities
• Anticipate, identify, and resolve operational, compliance, documentation, and coordination issues
• Prepare and review complex reports, reimbursement documentation, and recovery-related records
• Operate effectively under pressure and adapt to rapidly changing priorities and operational conditions during disaster recovery activities

Provide operational support during State Emergency Operations Center activations, emergency incidents, State Disaster operations, federally declared disasters, and disaster recovery operations:

• Support agency recovery operations during emergency activations and disaster recovery missions
• Participate in field deployments, Joint Field Office operations, applicant coordination activities, and recovery support assignments as needed
• Assist with operational reporting, disaster coordination, and recovery-related information management activities
• Support continuity of recovery operations during high-tempo and high-volume disaster events
• Operate effectively in high-stress environments involving rapidly changing priorities and operational demands
• Staff assigned SEOC positions during activations and perform operational coordination, information management, reporting, and other incident-specific responsibilities as assigned
• Support State Disaster activities, including coordination, documentation, tracking, and processing responsibilities associated with assigned recovery functions

Recovery & Grant Management Systems:

• FEMA Grants Portal
• OKEMGrants
• Grant reimbursement and recovery reporting systems

Documentation & Reporting Tools:

• Microsoft Excel
• Microsoft Outlook
• Microsoft Teams
• SharePoint
• Document management and records retention systems

Operational Coordination Tools:

• Virtual meeting and applicant coordination platforms
• Disaster recovery reporting and situational awareness systems

Travel: Frequent in-state travel and occasional out-of-state travel may be required in support of disaster recovery operations, applicant coordination, field inspections, training, emergency deployments, or Joint Field Office assignments.

Working Conditions:

• Standard office environment during normal operations
• May require deployment to Joint Field Offices (JFOs), disaster recovery locations, applicant sites, or field environments
• Frequent interaction with applicants, partner agencies, FEMA personnel, and recovery stakeholders
• Work may involve extended hours, rapidly changing priorities, and high-volume workloads during disaster recovery operations
• Frequent computer-based work involving documentation review, operational tracking, reporting, and coordination activities

Physical Requirements:

• Ability to travel to disaster-affected areas and field locations
• Ability to conduct field visits and site inspections in varying environmental conditions
• Prolonged periods of sitting and computer-based work

Special Requirements:

• Ability to obtain and maintain required FEMA Independent Study (IS) and NIMS/ICS training
• Ability to maintain confidentiality of sensitive applicant and disaster recovery information
• Ability to work effectively under pressure and manage multiple concurrent projects and deadlines
• Must possess a valid Oklahoma driver license at the time of appointment and be willing and able to perform all job-related in-state and out-of-state travel associated with the position
• Must maintain the physical and mental stamina necessary to perform disaster recovery and emergency management work, including work under conditions involving heavy workloads, physical exertion, extreme heat, smoke, dust, or other adverse environmental conditions
• Ability to lift and carry equipment, records, or other materials associated with disaster recovery operations and field deployments