Grant Specialist

  • Full Time
  • Midwest

Colorado Department of Public Safety - Division of Homeland Security and Emergency Management

This position is open only to Colorado state residents.

THIS POSITION IS A GRANT FUNDED POSITION WITH A HIGH PROBABILITY FOR RENEWAL ONCE IT EXPIRES. HOWEVER, EMPLOYEE WILL BE REQUIRED TO SIGN A WAIVER OF RETENTION RIGHTS AT THE TIME OF EMPLOYMENT.

An eligible list established with this recruitment may be used to fill other similar positions within the Colorado Department of Public Safety in the next 12 months.

*Apply on company website* https://www.governmentjobs.com/careers/colorado/jobs/3313692/dhsem-grants-specialist-2-vacancies-centennial

Our Mission – Engaged employees working together to safeguard lives and to provide diverse public safety services to local communities.

Our Vision – Creating safer and more resilient communities across Colorado.

Our Core Values – Unity, Honor, Service

Visit our website to learn more about the work we do to keep Colorado safe! CDPS is an equal opportunity employer. See our EEOD Utilization Report (2020)

ABOUT THE DEPARTMENT

The Colorado Department of Public Safety (CDPS) consists of five Divisions: Colorado Bureau of Investigation (CBI), Colorado State Patrol (CSP), Division of Criminal Justice (DCJ), Division of Fire Prevention and Control (DFPC), and the Division of Homeland Security and Emergency Management (DHSEM).   The Executive Director’s Office (EDO) provides administrative and management services to the operating divisions of the department.

DIVISION OF HOMELAND SECURITY & EMERGENCY MANAGEMENT

The Division of Homeland Security and Emergency Management is the coordinating agency for Colorado’s response to emergencies and disasters, regardless of cause. The Division’s mission is accomplished through a comprehensive and coordinated program of mitigating hazards, preparing for emergencies, preventing terrorist attacks and other criminal activity, coordinating resources for response to a disaster and supporting subsequent recovery efforts.  The division also serves as the conduit for state and federal funding to prepare for and recover from all hazard events. The division accomplishes its mission through the following offices:

Director’s Office
Office of Emergency Management
Office of Grants Management (Formerly Office of Preparedness)
Office of Security and Prevention (CIAC)
The mission of the Grants Management Office is to standardize, streamline and improve federal and state grant management practices. This Office promotes and provides assistance for projects and programs to build, sustain, and deliver the capabilities necessary to prevent, protect against, mitigate, respond to, and recover from all hazards events. The support provided includes all phases of the grant life cycle from application, awarding of the grant agreements, to close-out of the grant agreements and the grant program. Services include:

Disseminate funding opportunity announcements
Assist with grant application and budget development
Review of funding applications
Provide guidance and technical assistance to subrecipients
Monitor subrecipients
Assess project/program success

WHY JOIN US

Our employees are proud of their work and believe their work is important and valued by the public.
Our supervisors do a great job managing employees, providing clear expectations, treating employees with respect and providing timely feedback.
We value a high work-life balance.
CDPS is an equal opportunity employer. We welcome diversity of backgrounds and ideas. Hence, we are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of diverse backgrounds and abilities.
In addition to rewarding meaningful work, we offer a competitive benefits package that includes:

Excellent work-life programs, training, and professional development opportunities;
Retirement benefits including PERA Defined Benefit Plan or PERA Defined Contribution Plan plus 401K and 457 plans;
Medical and dental options (for permanent employees and their dependents).
Short and optional long-term disability coverage
10 paid holidays per year plus vacation and sick leave.
Employee Assistance Program (C-SEAP) available in every region of the state.
Subsidized RTD FlexPass and free parking at most work locations.
Reduced college tuition (CSU Global, DeVry University, University of the Rockies)
Life insurance that includes legal resources and discounts.
For a complete review of the benefits we offer, please click on this link.
Description of Job

ABOUT THE WORK UNIT
The mission of the Grants Management Office is to standardize, streamline and improve federal and state grant management practices. This Office promotes and provides assistance for projects and programs to build, sustain, and deliver the capabilities necessary to prevent, protect against, mitigate, respond to, and recover from all hazards events. The support provided includes all phases of the grant life cycle from application, awarding of the grant agreements, to close-out of the grant agreements and the grant program. Services include:

Disseminate funding opportunity announcements
Assist with grant application and budget development
Review of funding applications
Provide guidance and technical assistance to subrecipients
Monitor subrecipients
Assess project/program success
Positions currently available support two of our sections collectively administering a full cycle of grant management:

1. Subrecipient Monitoring Section
This section conducts risk assessment of all subrecipients who receive a grant from DHSEM, conducts on-site monitoring, and provide subrecipients with technical assistance and grant management best practices.

2. Preparedness Grants and Agreements Section
This section provides management and technical assistance for state and federal grants that are focused on Preparedness Grants and management of all Grant Agreements (Contracts) for all of DHSEM:
Agreement Unit:  This section manages the sub-award grant agreement process for all grant programs managed by DHSEM.  Also manages several Preparedness grants.
Preparedness Grants Unit:   This section oversees and manages all Preparedness grants such as: Homeland Security Grant Program (HSGP) consisting of the State Homeland Security Grant Program (SHSP), and the Urban Area Security Initiative (UASI) Grant Program; Nonprofit Security Grant Program (NSGP) consisting of NSGP-Urban Area and NSGP-State; Hazardous Materials Emergency Preparedness (HMEP) Grant Program, Emergency Management Performance Grant (EMPG), and Incident Management Teams (IMT) through the life cycle of the entire grant, from application to grant closeout.

DUTIES

1. Position with Subrecipient Monitoring Section

Under supervision, assists the Subrecipient Monitoring Section Supervisor with activities and tasks related to monitoring of federal and state grant programs by performing compliance monitoring reviews to ensure compliance with grant, federal, and state regulations.  Reviews include, but are not limited to, assessment of grant terms and conditions, grant objectives and deliverables, grant expenditures, and fiscal and programmatic reports. Compliance monitoring includes the assessment of grant programs, reporting standards, and procurement processes related to grant/contract period of performance.
Conducts compliance monitoring reviews of subrecipients throughout life-cycle of the grant agreement
Performs risk-based monitoring activities of subrecipients including on site monitoring visits and ongoing monitoring activities
Reviews subrecipients’ audit results via the Federal Audit Clearinghouse
Issues management decision on subrecipient’s audit findings and ensures the subrecipient takes appropriate and timely corrective action
Assists in tracking subrecipients’ fiscal and programmatic activities of federal and state grant to ensure compliance with federal and state rules and regulations.
Assists in analyzing awarded grant’s terms and conditions, standard assurances, reporting requirements (fiscal and programmatic), OMB circular requirements against grant application and budget (goals, objectives, statement of work/deliverables, reports), and procurement documents.
Assists in assessing documents, reports, procurement processes (invoices/requisitions) or other instrument that will verify grant’s statement of work, expenses and deliverables against application submitted to funding source.
Assists in assessing subrecipients’ documents such as payroll register/payroll history, invoices, receipts or other instruments that verify expenses and proof of deliverables against approved budget.
Performs other work-related duties and responsibilities as assigned.
2. Position with Preparedness Grants and Agreements Section

The primary purpose of this position is to manage and coordinate the flow of agreement generation to final dissemination of the completed documents as requested, with broad responsibility for ensuring appropriate document selection for incoming requests, reading and interpreting federal grant guidance or state legislature to ensure the proper language and preferences are generated for incoming requests, organization of information between sections throughout the Division, and reporting agreement information to leadership. Additionally, this position will be responsible for updating the Federal Funding Accountability and Transparency Act (FFATA) Subaward Reporting System (FSRS) for all grants in the Division, and assisting the Grants and Agreements team, as needed, with a variety of grant responsibilities.
Works directly with the OSC/CCU on agreements use and language; updating Division resources with these agreement documents for Division wide use.
Decide when scope of a new agreement for grant awards can be generated with minimal oversight.
Decide which modifications can be made to existing agreements.
Determine when to coordinate with program managers to assist in generating agreements, scope of work (SOW), option letters, and modifications.
Read and interpret grant guidance to assist Program Managers with agreement language and details.
Determine when and how to correspond with external partners on agreement process and status.
Ensure relevant grant information is entered into the Colorado Operations Resource Engine (CORE) financial accounting system.
Accurately record and track all agreement documents during processing.
Reporting accurate information to the FSRS monthly or quarterly on awards issued exceeding the minimum reporting threshold.
Responsible for document management and controls in the filing systems established by each grant program team in the Division, including record retention requirements and timelines.
Create/maintain draft policy/procedures/manuals/guidance documents for the Grants and Agreements Team; also establishing process for other Division teams to follow for consistency, accuracy, and execution of process.
Other Duties As Assigned
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal RightsMINIMUM QUALIFICATIONS (EDUCATION AND EXPERIENCE)

This must be specifically documented on your application. Additional information submitted after the closing date of this announcement will not be considered in the review of your application.
Bachelor’s degree from an accredited college or university in any field
Two (2) years full time professional experience in grants management including experience in: grant management, grant compliance, administration of federal, state, local, and foundation grants.
OR
Experience as described above, demonstrating competencies equivalent to the competencies learned through completion of the required education may be substituted for the bachelor’s degree on a year-for-year basis.

PREFERRED QUALIFICATIONS AND/OR SPECIAL QUALIFICATIONSUnderstanding of federal, state, and local grant program processing, regulations, requirements.
Advanced knowledge of word processing, spreadsheets (MS Excel and/or Google sheets) and statistical packages.
Knowledge of 2 CFR 200, the Stafford Act and the Colorado Revised Statutes
Experience monitoring and managing a variety of government grants.
Attention to detail.
Critical thinking ability.
Ability to work independently.
CONDITIONS OF EMPLOYMENTCurrent valid driver’s license at time of hire and must obtain a Colorado-issued driver’s license within 6 months of hire.
Applicant must be willing to be fingerprinted, successfully pass a polygraph, drug screen, and a medical physical exam as a condition of hire.
Effective September 20, 2021, employees will be required to attest to and verify that they are fully vaccinated for COVID-19, or, submit to twice-weekly serial testing. Upon hire, new employees will have three (3) business days to provide attestation to their status with proof of vaccination, or begin twice-weekly serial testing for COVID-19.
Testing will take place in-person/at home/TBD and will be considered paid work   time.
Note: Fully Vaccinated means two (2) weeks after a second dose in a two-dose series of the COVID-19 vaccine, such as the Pfizer or Moderna vaccine, or two (2) weeks after the single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine, as defined by the State of Colorado’s Public Health Order and guidance issued by the Colorado Department of Public Health & Environment.

 

APPEAL RIGHTS
If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination.  Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.  Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director’s Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director’s Administrative Procedures are available at www.colorado.gov/spb.  A standard appeal form is available at: www.colorado.gov/spb. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.
Supplemental Information

EQUITY, DIVERSITY, AND INCLUSION:
The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

Colorado Department of Public Safety is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA 303.239.4544.

NOTIFICATIONS:
All correspondence regarding your status in the selection/examination process will be via email. Include your current working email address on your application and check your email frequently as you could receive time sensitive correspondence regarding this position. We highly recommend that you set up your email to accept messages from “state.co.us” and “info@governmentjobs.com” addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.

SELECTION NOTICE
The first stage of the comparative analysis will be an application review.  Your application material will be reviewed as a part of the selection process to establish a ranked order of all applicants who meet the minimum requirements. It is imperative that your application, cover letter, and answers to supplemental questions provide as much information and detail as possible about your education, knowledge, skills, and experience as it relates to the requirements, duties, and preferred qualifications of this position as described within this announcement.

Complete Applications must include the following documents:
A complete CDPS Application for Announced Vacancy (please submit online using the link in this announcement)
A complete Supplemental Questionnaire (must submit online as part of your application)
A copy of your official or unofficial transcript showing that your degree has been conferred and the name of your school or your NACES accreditation if using education
PLEASE READ CAREFULLY – RECRUITMENT TIMELINE INFORMATION
Applications are considered complete and accurate at the time of submission. Therefore, additional information may not be solicited or accepted after your application has been received.
All applications that are received by the closing of this announcement will be reviewed against the Minimum Qualifications in this announcement. Candidates who meet the minimum qualifications may proceed to the next step. Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process.
If you are a military veteran you must submit a copy of your DD-214, Member 4 Copy, and VA disability letter if available/applicable at the time of application so we can determine if you are eligible for veteran’s preference points.  Military personnel who are stationed outside of Colorado may be eligible for this position by submitting the completed DD-2058 “State of Legal Residence” form.
Interviews are tentatively scheduled for early December 2021.

To apply for this job please visit www.governmentjobs.com.