Employment Opportunity Details

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Deputy Public Assistance Officer

September 18, 2018

DEFINITION

Under the general supervision from the Territorial Public Assistance Officer, the Deputy Public Assistance Officer oversees Public Assistance Operations in their respective district.

  • Supervision may be exercised over a small group of workers assigned to assist with the management and administration of the Public Assistance grant program.
  • Supervision may be received in the form of conference, review of reports, and evaluations of performance.

DUTIES

  • Manages the day-to-day Public Assistance program operations in their respective district including the supervision of assigned staff.
  • Monitors sub-recipients through desk monitoring and site visits to ensure they are meeting the terms and conditions of their sub-grants.
  • Provides technical assistance to the sub-recipients regarding program issues and procedures.
  • Maintains a database which includes sub-recipient awards, period of performance, expenditures, draw downs, and program issues during the life of the grant.
  • Assist in the development of appeals and extension requests.
  • Ensure that all required financial processes have been completed to facilitate the processing of reimbursements and payments in the ERP system.
  • Prepare procurement requests for the reimbursement or payment of Public Assistance funds for semi-autonomous and private non-profit sub-recipients.
  • Review all Public Assistance reimbursement and payments requests.
  • Prepare requests to support the drawdown of Public Assistance funds.
  • Assist in the coordination of initial damage assessment teams.
  • Collect and report disaster damage information.
  • Recommends solutions to alleviate duplication of efforts and to improve procedures.
  • Performs other work as required under the VITEMA umbrella, including but not limited to, general assistance, support, coordination, administrative, and financial duties.

FACTOR 1 – KNOWLEDGE REQUIRED BY THE POSITION:

  • Knowledge of Public Assistance program policy and procedures.
  • Knowledge of computer usage and operating programs.
  • Skill in record keeping and analysis.
  • Ability to translate general instructions.
  • Ability to work independently.
  • Ability to speak and write clearly and concisely.
  • Ability to establish and maintain harmonious working relations.

FACTOR 2 – SUPERVISORY CONTROLS:

Work is performed under the direction of the Territorial Public Assistance Officer who assigns tasks. The employee is expected to perform with minimal supervision.

FACTOR 3 - GUIDELINES:

Guidelines include Federal, Local and departmental policies, procedures and manuals. Federal policies include 44 Code of Federal Regulations- Emergency Management and Assistance, Section 406 of the Stafford Act, FEMA Public Assistance Guide, and OMB Super circular.

FACTOR 4 - COMPLEXITY:

An employee in this position is responsible and accountable for the control of all records and property within the Agency and all property distributed to other departments/agencies. This individual must also ensure that records and property are kept, transferred and disposed of in accordance with Federal guidelines.

FACTOR 5 – SCOPE AND EFFECT:

The purpose of this position is to ensure proper management and administration of the Public Assistance program in their respective district.

FACTOR 6 – PERSONAL CONTACTS:

Contacts are made with employees and representative from local government departments/agencies, semi-autonomous agencies, private non-profits, and representatives from the Federal Emergency Management Agency (FEMA).

FACTOR 7 – PURPOSE OF CONTACTS:

The purpose of the contacts is to provide technical assistance to the sub-recipients, solicit any required program documentation, and obtain guidance from Federal partners.

FACTOR 8 – PHYSICAL DEMANDS:

Work is sedentary; however, at times may require moderate stamina and physical exertion when including walking, bending, and stooping.

FACTOR 9 – WORK ENVIRONMENT:

Work is performed mostly in an office setting; however this individual will be required to travel to other agencies/departments to provide or gather information. Travel may be required to complete program-related training.

MINIMUM QUALIFICATIONS:

Bachelors of Arts, or Bachelors of Science Degree, and two (2) years’ of closely related experience.

OR

An AA Degree supplemented by four (4) years’ closely related experience.

OR

High School Diploma or its equivalency supplemented by six (6) years’ closely related experience.

 

To apply, email a copy of your resume to erika.callwood@vitema.vi.gov. Be sure to include the title of the position you are applying for in the SUBJECT of your email.