Subrecipient Monitoring (SRM) Grants Specialist IV

Full Job Description

Requirements

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 sub-recipients
• Monitor subrecipients
• Assess project/program success

Subrecipient Monitoring (SRM) Section:
This section conducts risk assessment of all subrecipients who receive a grant from DHSEM, conducts on-site monitoring, conducts single audit reviews of all subrecipients having at least one open grant award and provides subrecipients with technical assistance and grant management best practices.

• Work unit core hours are Monday through Friday from 8:00 a.m. to 5:00 p.m., with some flexibility.

• In-office attendance is required while in training. After training is completed a hybrid work model is utilized, requiring in-office attendance a minimum of three (3) days per week.

Travel required to perform risk-based monitoring activities of subrecipients including on site monitoring visits and ongoing monitoring activities.

Approximately 10-15% involves travel throughout the State. About 70 - 80% of these trips will be day trips ranging anywhere from 6:00 am – 6:00/7:00 pm depending on weather and traffic.

The other 20 – 30% are usually overnight travel for trips throughout the state for up to a week (business days).



About the Job
The purpose of this position is to assists the Subrecipient Monitoring Section Supervisor with activities and tasks related to monitoring 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.


Key Responsibilities

Subrecipient Monitoring
• Analyze awarded grant’s terms and conditions, standard assurances, reporting requirements (fiscal and programmatic), federal and state requirements against grant application and budget (goals, objectives, statement of work/ deliverables, reports), procurement documents, reviews 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.
Subrecipient Monitoring and Corrective Action Expertise
• Determine through analysis the proper regulation and/or rule that properly applies in each situation.
• Speak with confidence on a variety of State and Federal rules and regulations.
• Professionally represents the Office and State in situations where conflict arises and offers solutions to the issues and/or concerns.
• Work with the Subrecipient Monitoring team to determine which procurement requirement is needed for the onsite monitoring visits that are done on a yearly basis (this ranges from 10-18 different grants on any given year with over 30 Subrecipients being monitored).
• Use expertise to determine the most restrictive requirement; give feedback to the Subrecipient and the Subrecipient Monitoring team; and provide technical assistance on where to make improvements to help mitigate any ineligible activities.
• Gather data from the program managers at DHSEM on a yearly basis for the different grants DHSEM manages, analyzes the data on a program by program basis, and then capture the overall number of grants and Subrecipients DHSEM is managing.
• Ensure that a recommendation is provided to leadership for the staff site visit workload for the year, explains challenges that could arise and helps mitigate risk
State Emergency Operations Center Support
• As directed, provide pre-disaster support to the State Emergency Operations Center training and exercise program up to 5% of time.
• During a state declared disaster, provide operational support to the State Emergency Operations Center as directed
Recover Task Force Support
• When directed, assume an assigned role as a member of the State Recovery Task Force until relieved by Task Force Leader or Director, DHSEM.

Qualifications

Note, to be considered for this position, you must meet one of the following options for consideration.

Proven Experience, Knowledge, Skills

Seven (7) years of professional experience in grants, accounting or finance administration that includes using Google Workplace (Gmail, Docs, Sheets, Slides) and Microsoft Office Suite (Word, Excel, PowerPoint, Adobe)

OR

Education and Experience, Knowledge, Skills

A Bachelor's degree and 3 (Three) years of professional experience in grants, accounting or finance administration that includes using Google Workplace ( Gmail, Docs, Sheets, Slides) and Microsoft Office Suite (Word, Excel, PowerPoint, Adobe)

OR

A Master's degree and 2 (Two) years of professional experience in grants, accounting or finance administration that includes using Google Workplace ( Gmail, Docs, Sheets, Slides) and Microsoft Office Suite (Word, Excel, PowerPoint, Adobe)




Required Skills
• Ability to prioritize and be accountable
• Demonstrated strong critical thinking skills
• Ability to make independent and creative decisions
• Ability to multitask
• Strong organizational and follow up skills
• Self-sufficient, highly motivated and team player
• Ability to thrive in a fast paced work environment with consistency and reliability



Preferred Qualifications and Competencies

• Previous state experience
• Recent and successful experience in grant management, grant compliance, and administration of federal, state, local, or foundation grants.
• Problem solving and communication skills
• Advanced skills with Google Workspace (Creating and formatting documents, using formulas and data analysis in Sheets, designing presentations, managing files in Drive, collaborating effectively through shared documents, and utilizing video conferencing for meetings)
• Advanced skills with Microsoft Office suite (This involves tasks like using advanced formatting in Word, creating complex spreadsheets with formulas and pivot tables in Excel, designing engaging presentations with animations and charts in PowerPoint)



Conditions of Employment

• Requires successful completion of a background investigation that includes a polygraph exam, a fingerprint based criminal history search, reference checking, driving history.

• Must be a Colorado resident at the time of application

• Must be able to participate in State Emergency Operations Center and Recovery activations as assigned.
• This position is grant funded until with a high probability for renewal once it expires. The employee will be required to sign a waiver of retention

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.

Additional Information

Disability Accommodation

If you have a disability and require reasonable accommodation to ensure equitable opportunity applying or interviewing for this position, please direct your inquiries to Human Resources at: cdps_hr@state.co.us.

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.




Recruitment Timeline Information and Important Notices


• 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.

Closing Date: 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.

Supplemental Question: Effective responses to Supplemental Questions will directly relate to your professional experience, career accomplishments, and views about organizational values and approaches, and how they relate specifically to this position and requirements as you understand them.

Answers generated by AI-tools will typically be unresponsive.

Transcripts: An unofficial copy of transcripts must be submitted at the time of application should education be used as qualification.

Transcripts from colleges or universities outside the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service.

This documentation is the responsibility of the applicant and must be included as part of your application materials.

Failure to provide a transcript or credential evaluation report may prevent your application from moving forward in the selection process.

Military Veterans: 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.

• Application Tips: For an overview of State of Colorado application process and application tips, please view this video.

• Resumes, Cover Letters, or other documents submitted will not be reviewed, assessed, or used in the initial stages of the comparative analysis (transcripts submitted to verify that the applicant meets either the education requirement or minimum qualification substitution are exempt from this).

Notifications: All correspondence regarding your status in the selection/examination process will be sent via email to the email address listed on your application.

Include your current working email address on your application and check the email provided on your application 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.

• e-Verify: CDPS uses e-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. Learn more about E-Verify, including your rights and responsibilities.

• Comparative Analysis Steps may include (dates are tentative and subject to change):

  • Structured application review by a panel of SMEs (May 5th - May 11th)

  • Panel Interview In-person (Date (s) to be determined)