Emergency Services Program Coo
Emergency Services Program Coo
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Job Description
DEPT OF EMERGENCY AND MILITARY AFFAIRS
The Department of Emergency & Military Affairs (DEMA) led by The Adjutant General provides emergency management and military capabilities to the citizens of Arizona and the nation. The Emergency Management Division consists of three sectionsoperations preparedness and financial administration. Each section works collaboratively across the agency and with external partners to manage emergency responses and reduce the impacts of disasters. Additionally DEMA is the headquarters for the Arizona National Guard the primary combat reserve of the United States military. The Arizona Army and Air National Guard provide military forces and equipment to accomplish community state and federal missions.
Emergency Services Program Coordinator
Work Location: Papago Park Military Reservation (PPMR) Phoenix AZ
PAY RATE: $19.4691- $27.1410 per hour (DOE)
Grade: 20
Closing Date: 7/2/2025
The Grant Reimbursement Coordinator will be responsible for providing mid-level comprehensive management and financial oversight of grant awards. The incumbent of this position will manage mitigation projects and their financial reimbursements under State and Federal Hazard Mitigation Assistance (HMA) programs. This position will also be assisting Emergency Management staff and applicants in developing Hazard Mitigation Grant Program (HMGP) projects during federally declared events including Fire Management Assistance Grants (FMAG).
Personally prepares for any time (24/7) response and no-notice recall to the State or Alternate Emergency Operations Center (SEOC) and / or Joint Field Office (JFO) during disaster or exercise activations. Trains for specific SEOC positions and performs duties as assigned through internal agency policy.
Responsibilities include:
Working with stakeholders to review grant application submissions and ensuring all application documents are complete accurate and compliant with State and Federal eligibility criteria.
Administering reimbursement of grants through maintenance of financial files and database records; verifying that records meet agency requirements.
Attending training workshops to learn and maintain a working knowledge of State and Federal Public Assistance and HMA programs for assessing disaster effects. Hosting Hazard Mitigation workshops for key stakeholders.
Performing final inspections and audits of completed projects through on-site visits comparing completed work with approved SOW; reviewing sub-applicant provided cost documentation to insure the claimed costs are consistent with the work performed; preparing Final Inspection Reports (FIR) of completed work through on-site visits.
Performing interim inspections of work and progress through on-site visits. Comparing work-in-progress with approved Scope Of Work (SOW). Addressing SOW changes financial changes and amendments as necessary.
Advise supervisors of grant program reporting issues provide assistance and technical information to stakeholders and explain grant program rules regulations policies and procedures for financial audit purposes.
Processing and uploading Quarterly Reports in eGrants and FEMA GO. Ensuring e-files and hard copies regarding project information are properly filed and updated per document retention requirements.
Knowledge of:
Objectives policies legislation and regulations governing emergency preparedness management programs and systems
Auditing and accounting methods and techniques
Modern office and records management methodology and technology
Principles and practices of organizational management and audit
Basic mathematical computation
Skilled in:
Presenting ideas and concepts orally and in writing
Examining accounting records and evaluating compliance for reimbursement given a set guidelines and regulations
Operating a personal computer and appropriate software
Operating various communication tools and software including Microsoft Office applications Adobe Acrobat Google Meets and FEMA GO
Acting as a primary point of contact for inter-agency communications
Ability to:
Listen effectively and take action based on communication received
Work independently in a highly demanding environment and capable of handling tasks with varying deadlines
Establish and maintain effective interpersonal relationships with coworkers and applicants
Multitask and manage time efficiently. Understand problems and limitations specific to natural and man-made disasters
Maintain accurate and orderly records including hard copy files and e-files
Desired qualifications include any combination of experience education and training that meets the knowledge skills and abilities as described. The preferred candidate should have experience in FEMAs Hazard Mitigation Assistance (HMA) program FEMA GO grant portal and/or NEMIS grant portal. Preference given to those familiar with audit and review of financial documentation P.O.s and procurement proceedings.
Special Job Requirements:
This position requires possession of and ability to retain a current valid state-issued drivers license appropriate to the assignment. Employees who drive on state business are subject to drivers license record checks must maintain acceptable driving records and must complete any required driver training (see Arizona Administrative Code R.12.)
In State and out of state travel required.
Selected incumbent is required to pass a criminal background investigation and have identification enabling them to enter federal facilities.
Individual is required to pass a criminal background investigation.
The State of Arizona offers a comprehensive benefits package to include:
Sick leave
Vacation with 10 paid holidays per year
Health and dental insurance
Retirement plan
Life insurance and long-term disability insurance
Optional employee benefits include short-term disability insurance deferred compensation plans and supplemental life insurance
Eligible DEMA employees participate in excellent retirement programs provided by the Arizona State Retirement System (ASRS) and for fire personnel the Public Safety Personnel Retirement System (PSPRS).
If you have any questions please feel free to contact
DEMA is a smoke-free work environment.
ADA/EEO Employer
The State of Arizona is an Equal Opportunity and Reasonable Accommodation Employer
Employment Type
Full-Time
