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 preparednessCan work effectively in team environments and high-pressure situationsAre resourceful in problem-solving and coordinating across diverse partnersWe 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 practicesFEMA Public Assistance policies, procedures, grant administration requirements, and disaster recovery assistance programsPrinciples and practices of program planning, project implementation, and operational coordinationState and federal laws, rules, regulations, and guidance pertaining to disaster recovery, reimbursement, procurement, and emergency assistance programsDisaster preparedness, recovery operations, and coordination of state, federal, tribal, local, military, and civilian emergency response resourcesPublic administration principles and practicesDocumentation management, operational reporting, charting, and records retention practicesTraining techniques and applicant technical assistance methodsLocal and county concerns associated with emergency planning, disaster recovery, and infrastructure restorationMicrosoft 365 and standard office productivity applicationsSkills in:Reviewing and organizing technical, operational, financial, and project documentationCoordinating multiple recovery projects, deadlines, and operational priorities simultaneouslyProviding applicant technical assistance and disaster recovery program supportConducting operational tracking, reporting, compliance monitoring, and reimbursement coordination activitiesResearching and resolving documentation discrepancies, eligibility concerns, and compliance issuesPreparing reports, correspondence, guidance materials, and operational documentationPresenting information and conducting meetings or trainings with applicants, stakeholders, and partner agenciesAbilities to:Evaluate emergency situations and adopt effective courses of action within disaster recovery and emergency management environmentsInterpret and apply FEMA guidance, regulations, policies, and emergency management proceduresAnalyze and communicate disaster recovery and emergency response information to applicants, officials, stakeholders, and partner agenciesEncourage applicant compliance with state and federal emergency management and disaster recovery requirementsGather, analyze, and organize information from printed, electronic, financial, operational, and recorded sourcesEstablish and maintain effective working relationships with applicants, FEMA personnel, partner agencies, and staffPresent ideas, operational information, and technical guidance clearly and concisely in both written and verbal formatsPlan, coordinate, and support disaster recovery operations, applicant coordination efforts, and emergency management activitiesAnticipate, identify, and resolve operational, compliance, documentation, and coordination issuesPrepare and review complex reports, reimbursement documentation, and recovery-related recordsOperate effectively under pressure and adapt to rapidly changing priorities and operational conditions during disaster recovery activitiesProvide 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 missionsParticipate in field deployments, Joint Field Office operations, applicant coordination activities, and recovery support assignments as neededAssist with operational reporting, disaster coordination, and recovery-related information management activitiesSupport continuity of recovery operations during high-tempo and high-volume disaster eventsOperate effectively in high-stress environments involving rapidly changing priorities and operational demandsStaff assigned SEOC positions during activations and perform operational coordination, information management, reporting, and other incident-specific responsibilities as assignedSupport State Disaster activities, including coordination, documentation, tracking, and processing responsibilities associated with assigned recovery functionsRecovery & Grant Management Systems:FEMA Grants PortalOKEMGrantsGrant reimbursement and recovery reporting systemsDocumentation & Reporting Tools:Microsoft ExcelMicrosoft OutlookMicrosoft TeamsSharePointDocument management and records retention systemsOperational Coordination Tools:Virtual meeting and applicant coordination platformsDisaster recovery reporting and situational awareness systemsTravel: 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 operationsMay require deployment to Joint Field Offices (JFOs), disaster recovery locations, applicant sites, or field environmentsFrequent interaction with applicants, partner agencies, FEMA personnel, and recovery stakeholdersWork may involve extended hours, rapidly changing priorities, and high-volume workloads during disaster recovery operationsFrequent computer-based work involving documentation review, operational tracking, reporting, and coordination activitiesPhysical Requirements:Ability to travel to disaster-affected areas and field locationsAbility to conduct field visits and site inspections in varying environmental conditionsProlonged periods of sitting and computer-based workSpecial Requirements:Ability to obtain and maintain required FEMA Independent Study (IS) and NIMS/ICS trainingAbility to maintain confidentiality of sensitive applicant and disaster recovery informationAbility to work effectively under pressure and manage multiple concurrent projects and deadlinesMust 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 positionMust 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 conditionsAbility 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 preparednessCan work effectively in team environments and high-pressure situationsAre resourceful in problem-solving and coordinating across diverse partnersWe 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 practicesFEMA Public Assistance policies, procedures, grant administration requirements, and disaster recovery assistance programsPrinciples and practices of program planning, project implementation, and operational coordinationState and federal laws, rules, regulations, and guidance pertaining to disaster recovery, reimbursement, procurement, and emergency assistance programsDisaster preparedness, recovery operations, and coordination of state, federal, tribal, local, military, and civilian emergency response resourcesPublic administration principles and practicesDocumentation management, operational reporting, charting, and records retention practicesTraining techniques and applicant technical assistance methodsLocal and county concerns associated with emergency planning, disaster recovery, and infrastructure restorationMicrosoft 365 and standard office productivity applicationsSkills in:Reviewing and organizing technical, operational, financial, and project documentationCoordinating multiple recovery projects, deadlines, and operational priorities simultaneouslyProviding applicant technical assistance and disaster recovery program supportConducting operational tracking, reporting, compliance monitoring, and reimbursement coordination activitiesResearching and resolving documentation discrepancies, eligibility concerns, and compliance issuesPreparing reports, correspondence, guidance materials, and operational documentationPresenting information and conducting meetings or trainings with applicants, stakeholders, and partner agenciesAbilities to:Evaluate emergency situations and adopt effective courses of action within disaster recovery and emergency management environmentsInterpret and apply FEMA guidance, regulations, policies, and emergency management proceduresAnalyze and communicate disaster recovery and emergency response information to applicants, officials, stakeholders, and partner agenciesEncourage applicant compliance with state and federal emergency management and disaster recovery requirementsGather, analyze, and organize information from printed, electronic, financial, operational, and recorded sourcesEstablish and maintain effective working relationships with applicants, FEMA personnel, partner agencies, and staffPresent ideas, operational information, and technical guidance clearly and concisely in both written and verbal formatsPlan, coordinate, and support disaster recovery operations, applicant coordination efforts, and emergency management activitiesAnticipate, identify, and resolve operational, compliance, documentation, and coordination issuesPrepare and review complex reports, reimbursement documentation, and recovery-related recordsOperate effectively under pressure and adapt to rapidly changing priorities and operational conditions during disaster recovery activitiesProvide 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 missionsParticipate in field deployments, Joint Field Office operations, applicant coordination activities, and recovery support assignments as neededAssist with operational reporting, disaster coordination, and recovery-related information management activitiesSupport continuity of recovery operations during high-tempo and high-volume disaster eventsOperate effectively in high-stress environments involving rapidly changing priorities and operational demandsStaff assigned SEOC positions during activations and perform operational coordination, information management, reporting, and other incident-specific responsibilities as assignedSupport State Disaster activities, including coordination, documentation, tracking, and processing responsibilities associated with assigned recovery functionsRecovery & Grant Management Systems:FEMA Grants PortalOKEMGrantsGrant reimbursement and recovery reporting systemsDocumentation & Reporting Tools:Microsoft ExcelMicrosoft OutlookMicrosoft TeamsSharePointDocument management and records retention systemsOperational Coordination Tools:Virtual meeting and applicant coordination platformsDisaster recovery reporting and situational awareness systemsTravel: 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 operationsMay require deployment to Joint Field Offices (JFOs), disaster recovery locations, applicant sites, or field environmentsFrequent interaction with applicants, partner agencies, FEMA personnel, and recovery stakeholdersWork may involve extended hours, rapidly changing priorities, and high-volume workloads during disaster recovery operationsFrequent computer-based work involving documentation review, operational tracking, reporting, and coordination activitiesPhysical Requirements:Ability to travel to disaster-affected areas and field locationsAbility to conduct field visits and site inspections in varying environmental conditionsProlonged periods of sitting and computer-based workSpecial Requirements:Ability to obtain and maintain required FEMA Independent Study (IS) and NIMS/ICS trainingAbility to maintain confidentiality of sensitive applicant and disaster recovery informationAbility to work effectively under pressure and manage multiple concurrent projects and deadlinesMust 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 positionMust 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 conditionsAbility to lift and carry equipment, records, or other materials associated with disaster recovery operations and field deployments