Tentative Classification Standards issued by the Division of Classification & Compensation are shared with the operating agencies of State government for their consideration and comment. Accordingly, this document that you are viewing is subject to change and will be issued in final form at the completion of the review period.

TENTATIVE

 

Occ. Code 2831100

 

DHSES PROGRAM ADMINISTRATOR 1, GRADE 18                                                   

2831100

DHSES PROGRAM ADMINISTRATOR 2, GRADE 23                                                          

2831200

DHSES PROGRAM ADMINISTRATOR 3, GRADE 25

2831300

DHSES PROGRAM MANAGER, GRADE 29

2831400

                                                                                      

New York State Department of Civil Service

 

Classification Standard

 

BRIEF DESCRIPTION OF CLASS SERIES

 

Positions in this series serve as the primary contact on disaster related recovery programs, and serve as a resource for State and local agencies, and communities seeking disaster recovery assistance. These positions are only classified at the Division of Homeland Security and Emergency Services (DHSES).

 

DISTINGUISHING CHARACTERISTICS

 

DHSES PROGRAM ADMINISTRATOR 1:  full performance level; reviews and processes requests for recovery assistance; shares recovery information and eligibility requirements with affected communities; liaisons with federal, State, and local entities to communicate recovery needs; and may supervise support staff, and temporary or contract staff.

 

DHSES PROGRAM ADMINISTRATOR 2: first supervisory level; serves as primary contact for one or more disaster recovery programs, and supervises DHSES Program Administrators 1, and staff.

 

DHSES PROGRAM ADMINISTRATOR 3: second supervisory level; serves as deputy section chief and manages daily recovery program operations for an assigned area, and supervises DHSES Program Administrators 2, and staff.

 

DHSES PROGRAM MANAGER: managerial level; reporting to executive staff, serves as section chief over a major program area (mitigation; individual assistance; public assistance; and finance) and supervises DHSES Program Administrator 3, and staff.

 

RELATED CLASSES

 

Disaster Preparedness Program Representatives develop, coordinate, and administer local, state, and federal disaster preparedness planning, training, response, recovery, and reimbursement programs.

 

ILLUSTRATIVE DUTIES

 

DHSES PROGRAM ADMINISTRATOR 1

 

·       Researches and shares recovery information and program guidance with local, regional and state entities.

 

·       Organizes staff to support the State Emergency Operations Center or field offices during emergency or disaster activations and ongoing events.

 

·       Reviews public requests for assistance; identifies and refers individuals to appropriate resources and maintains records of requests and actions taken by DHSES.

 

·       Develops program and implementation strategies for declared and non-declared disaster events and supports operational components in the field or unit.

 

·       Liaisons with state, local and county entities, and supports recovery activities in the unit; and deploys to the field and field offices as needed for damage assessment, coordination and preparation for preliminary damage assessments, and administration of Recovery programs.

 

·       Compiles data and responds to FEMA, state entities and applicants.

 

·       Disseminates program information to staff and applicants relative to eligibility, availability, and procedural requirements.

 

·       Monitors projects, payroll and time tracking; reviews contracts, purchases, invoices, and inspection reports; drafts and reviews budget estimates and projections, and reconciles financial information from start through completion; and creates written and verbal status reports and confers with FEMA and State leadership.

 

·       Writes a variety of program and financial letters and reports.

 

·       Develops and delivers internal and external trainings and briefings and prepares and organizes printed materials to support recovery operations.

 

·       Supervises permanent, temporary, and contract staff.

 

DHSES PROGRAM ADMINISTRATOR 2

 

·       Discusses and identifies disaster relief and resource needs with state, regional, local and not-for-profit organizations.

 

·       Supervises unit activities and prepares work plans, key deliverables, staff responsibility, staff training, and critical dates.

 

·       Documents recovery resources and program information with established local Long Term Recovery Groups, and forms new groups in post-disaster impact areas.

 

·       Directs supervision of staff involved with the delivery and administration of recovery programs.

 

 

·       Reviews and updates staff on federal regulations, policies, and guidelines related to various disaster assistance programs.

 

·       Develops and delivers training courses for staff and stakeholders throughout the state.

 

·       Monitors multiple grants, projects, financial information, reconciliations and issues, and proposes improvements to grant administration activities.

 

·       Presents oral and written status reports, briefings, presentations, correspondence and related critical data to support recovery operations.

 

·       Assigns staff to support the State Emergency Operations Center or field offices during emergency or disaster activations and ongoing events.

 

·       Liaisons to FEMA/State Joint Field Offices during declared disasters, and functions as the link between governmental and non-governmental entities.

 

·       Performs the full range of supervisory duties including interviews and recommendations for redeployment of staff.

 

DHSES PROGRAM ADMINISTRATOR 3

 

·       Manages daily operations and communication with recovery programs and financial activities, including resolution of pending projects.

 

·       Contacts stakeholders to document disaster damage assessments to meet eligibility for a presidentially declared disaster to improve relief and recovery efforts.

·       Develops and prepares data analysis reports and briefing materials for distribution during recovery operations.

 

·       Develops and implements section policy, procedures and protocols; reviews and analyzes existing policies and plans, and the impact of emerging events on operations.

 

 

·       Recommends staff assignments to active Disaster Assistance Centers and Federal/State Joint Field Offices, and serves as a lead State Recovery program representative or similar leadership roles during active disasters.

 

·       Reviews all FEMA changes to federal policies and develops recommendations for higher level management.

 

·       Monitors performance metrics and controls to measure the effectiveness of internal section procedures.

 

·       Integrates new FEMA policies and emerging trends with internal and external section training.

 

·       Composes oral and written correspondence, reports and briefings related to recovery programs.

 

·       Delivers presentations to professional groups and organizations, and represents the agency as directed.

 

·       Performs the full range of supervisory duties, including performance evaluations and time and attendance.

 

DHSES PROGRAM MANAGER

 

·       Manages federal disaster assistance grants to support survivors of disasters, repair and replace infrastructure and implement mitigation measures in future disasters.

 

·       Develops and implements program policies and priorities in support of DHSES recovery program goals.

 

·       Discusses and monitors trends on policy and program changes, deadlines, and reporting requirements with FEMA administrators and staff.

 

 

·       Assigns staff to support the State Emergency Operations Center, Disaster Assistance Centers, or field offices during emergency or disaster activations and ongoing events, and serves as lead State recovery program representative.

·       Develops and delivers training on various DHSES programs to local governments and non-profit organizations.

 

·       Confirms that information and reports are complete for processing financial transactions in support of the Recovery programs and that systematic errors associated are corrected.

 

·       Drafts responses to FEMA on all proposed policy and regulatory changes.

 

·       Directs and coordinates assessments of damaged areas following emergencies and disasters. Directs the preparation of applications for assistance, correspondences, and supplemental information in support of a Governors request for FEMA federal assistance.

 

·       Develops recovery consulting service requests for proposals, reviews bids, and provides assessments.

 

·       Liaisons with the DHSES public information office to disseminate information to elected officials and the public.

 

 

·       Performs the full range of supervision, evaluates staff, and adjusts staffing to meet emergency response requirements.

 

MINIMUM QUALIFICATIONS

 

DHSES PROGRAM ADMINISTRATOR 1

 

Open Competitive:  Bachelors degree and completion of a two-year traineeship; or six years of experience* in one or more of the following areas:

 

1.     administration of federal, state or locally funded grant programs;

2.     preparing and processing applications for disaster mitigation/recovery projects;

3.     processing requests for grant project payments and performing financial reviews required for final payment;

4.     damage assessment and identification of appropriate assistance funding programs;

5.     review of action plans or planning, organizing and coordinating disaster recovery programs involving local, state and federal agencies.

 

DHSES PROGRAM ADMINISTRATOR 2

 

Promotion:  one year of permanent competitive service as a DHSES Program Administrator 1.

 

Open Competitive:  seven years of experience* in one or more of the following areas:

 

1.     administration of federal, state or locally funded grant programs;

2.     preparing and processing applications for disaster mitigation/recovery projects;

3.     processing requests for grant project payments and performing financial reviews required for final payment;

4.     damage assessment and identification of appropriate assistance funding programs;

5.     review of action plans or planning, organizing and coordinating disaster recovery programs involving local, state and federal agencies.

 

DHSES PROGRAM ADMINISTRATOR 3

 

Promotion:  one year of permanent competitive service as a DHSES Program Administrator 2.

 

Open Competitive:  eight years of experience* in one or more of the following areas, including one year of supervision of staff:

 

1.     administration of federal, state or locally funded grant programs;

2.     preparing and processing applications for disaster mitigation/recovery projects;

3.     processing requests for grant project payments and performing financial reviews required for final payment;

4.     damage assessment and identification of appropriate assistance funding programs;

5.     review of action plans or planning, organizing and coordinating disaster recovery programs involving local, state and federal agencies.

 

DHSES PROGRAM MANAGER

 

Promotion:  one year of permanent competitive service as a DHSES Program Administrator 3.

 

Open Competitive:  ten years of experience* in one or more of the following areas, including three years of supervision of staff, or one year of management experience**:

 

1.     administration of federal, state or locally funded grant programs;

2.     preparing and processing applications for disaster mitigation/recovery projects;

3.     processing requests for grant project payments and performing financial reviews required for final payment;

4.     damage assessment and identification of appropriate assistance funding programs;

5.     review of action plans or planning, organizing and coordinating disaster recovery programs involving local, state and federal agencies.

 

*Substitution: Associates degree may substitute for two years of experience; bachelors degree may substitute for four years of experience; masters degree or juris doctorate may substitute for an additional year of experience.

**Management experience is defined as direct leadership, management, and strategy execution for an identifiable organizational unit or program which includes direct management of program planning, development, resource allocation, monitoring, evaluation, research and analysis, and policy formation.  This experience should also include administrative supervision of professional staff.

Date:  6/18

 

NOTE: Classification Standards illustrate the nature, extent and scope of duties and responsibilities of the classes they describe. Standards cannot and do not include all of the work that might be appropriately performed by a class. The minimum qualifications above are those which were required for appointment at the time the Classification Standard was written. Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.