About the Job

Job Posting

The Iowa Department of Homeland Security and Emergency Management, Response Division, is seeking a detail oriented and highly motivated self-starter to join the Non-Disaster Grants and Administration Bureau. As part of our continued growth and commitment to compliance excellence, candidate must have superb computer skills and communication skills, must be able to read and interpret federal and state regulations related to grants and financial management.

The Iowa Homeland Security and Emergency Management's (HSEM) Mission Statement is Enhancing the quality of life for Iowans by preparing our State and building resilient communities. The person selected for this position will demonstrate actions and behaviors guided by the HSEM's four core values:

MISSION ORIENTED - We are resolute in our service to Iowans

INTEGRITY - We conduct ourselves with honesty and are transparent in our actions

DISTINGUISHED - We are leaders in our field

ONE TEAM - We collaborate, connect, and share

The Iowa Department of Homeland Security and Emergency Management (HSEM) is seeking a highly motivated, detail oriented, and analytical team player to join its emergency preparedness grant management team. Candidates must have superb computer skills and communication skills. Must be able to read and interpret federal and state regulations related to grants and financial management. During disaster response operations, the incumbent must be able to handle pressure and perform tasks effectively, efficiently, and properly. Incumbent may need to work long hours and on weekends. Candidates must be able to work independently or as part of a team. Must be able to work a minimum of 40 hours a week. Overtime may be required during times of disaster response operations. On-site work location required, long hours may be required during activation of SEOC or other Homeland Security sensitive events. Travel may be required.

This position serves as a member of the grants and finance team which includes accounting and finance responsibilities.

• Process payments through the Department's in house system known as EMGrants and the State Accounting System. Audit accounting transactions of expenses and related documents to ensure compliance with applicable State and Federal policies. Resolve any discrepancies between the purchase order and invoices received. Monitor outstanding invoices and work with vendor to obtain invoices in a timely manner. Investigate and resolve vendor inquiries into past due accounts. Individual must have good working knowledge and the ability to apply state and federal regulations to ensure payments processed are allowable and charged to the proper accounts. Must be able to interpret and apply all applicable guidelines set forth by DAS-SAE to ensure compliance.
• Assist HSEM's grants and accounting team with grant financial monitoring tasks, and accounts payable tasks as assigned. This includes but not limited to:
  1. Working with Compliance Officer in reviewing sub recipient procurement policies and other applicable sub recipient written procedures.
  2. Confirming vendors and applicants for debarment and suspension.
  3. Working with grant managers to strategize effective alternatives for grant fund reallocations.
  4. Work directly with State and Federal Auditors. Provides necessary reports or documents as requested.
  5. Assist with the preparation of the GAAP package.
  6. Reconciles the departments accounting system with the State's accounting system for all grants.
• Performs financial budget oversight of the Radiological Emergency Preparedness Program (REP), the State and Local Cybersecurity Grant Program (SLCGP), the State Individual Assistance Program, and the State Disaster Case Advocacy Program. Duties includes but not limited to:
  1. Performs performance-based budgeting and analysis on new and existing programs to ensure deliverables are connected to department-wide performance measures.
  2. Recommends budget adjustments & other improvement measures.
  3. Tracks grant expenditures and ensures projects are completed on schedule per grant agreements.
  4. Reconciles the departments accounting system with personal tracking spreadsheet and the State's accounting system.
  5. Assist in budget preparation and enter the budgets in the State's budget system and EMGrants.
• The incumbent will manage inventory to ensure compliance with state and federal requirements.
  1. Utilize the inventory management database to verify items on existing inventory list and ensure items/locations are current in the inventory database.
  2. Conduct virtual or on-site visits to verify inventory locations. Draft site visits reports and file accordingly.
  3. Report any inventory discrepancies to supervisor and grant managers. Resolve inventory discrepancies issues and provide inventory report as requested.
  4. Provides report to State and Federal Auditors as requested.
• Perform assigned accounting functions in accordance with the state's procurement, accounting policies and procedures, and standard operation procedures. Duties include, but are not limited to:
  1. Serve as the primary staff member with cash receiving and deposit functions by following standard operation procedures, scanning and uploading supporting documents, and completing steps in both the state's accounting system and HSEM's grant management system.
  2. Make recommendations on updating standard operation procedures to improve operation efficiency and/or operation integrity.
  3. Review daily warrant register and daily processing packet.
  4. Review payment claims to ensure required supporting documents are scanned and attached properly and apply pre-audit approval.
  5. Assist with the main office phone line and office mailings.

At the State of Iowa, we are committed to your well-being. As a valued team member, you'll enjoy a comprehensive benefits package that includes:

• Paid Time Off: Enjoy vacation with accruals that rollover on a yearly basis, sick leave with no limits on accrual and 9 paid holidays per year.
• Great Benefits: Excellent Health, Dental, and Vision Insurance Options.
• Retirement Plan: IPERS Retirement package and an option for a deferred compensation plan.
• Flexibility: Flexible Spending Accounts (medical and dependent care).
• Life Insurance: Free Life Insurance.
• Support: Employee Assistance Programs and Employee Discount Programs.

To learn more about the benefits of working with the State of Iowa, visit our benefits webpage.

HSEMD is an equal opportunity employer. All applicants will be considered for employment without attention to race, creed, color, religion, sex, national origin, age, physical or mental disability, sexual orientation, gender identity, pregnancy or pregnancy-related condition, consistent with applicable state and federal policies and regulations.

The State of Iowa participates in E-Verify, a federal program that helps employers confirm the employment eligibility of all newly hired employees. Within the required timeframe, new hires will be verified through the E-Verify system to ensure authorization to work in the United States. The State of Iowa also complies with the federal Right to Work laws, which protect employees' rights to work without being required to join a labor organization. For more information, please visit www.e-verify.gov.