Program Manager; Department of Homeland Security and Public Safety in Washington, District of Columbia at Metropolitan Washington Council of Governments

Summary

The Program Manager/Planner is a professional position responsible for supporting regional public safety program activities and Urban Area Security Initiative (UASI) subawards in support of DHSPS and other operating departments within COG and/or jurisdictions represented by COG. Guidelines and supervision for this position are provided by Chief of Regional Public Safety Programs. This is a full-time position.

Description

Specific work responsibilities include:

Regional public safety programs support & coordination

• Coordinate the with COG accounting department to maintain current program billing points of contacts, develop regional public safety program invoices, track invoice payments, create purchase orders, and submit check requests.
• Develop and update regional program Memorandums of Understanding (MOU) and MOU addendum extensions.
• Support the development and maintenance of governance documents.
• Coordinate program summary updates and return on investment documentation.
• Support Chief of Regional Public Safety Programs in oversight of contractors assigned to regional public safety programs.
• Coordinate with contracts staff on the development of contracts, Requests for Proposals/Information, and sole source agreements.

Meeting Logistics, Support, and Stakeholder Engagement

• Draft meeting agendas.
• Manage calendar invitations and committee roster for all assigned committees including but not limited to regional public safety programs steering committees and Chief Administrative Officers (CAO) Committee.
• Draft meeting summary and track key decisions and action items for follow-up.
• Serve as primary point of contact for in-person meeting logistics and managing RSVPs.
• Monitor DHSPS inbox for committee related inquiries and updates.
• Support Chief of Regional Public Safety Programs
• Develop draft decision-support materials for assigned committees
• Draft talking points for assigned committees

Urban Areas Security initiative (UASI) Program Support

• Develop and update summaries for all UASI-funded projects to maintain historical record.
• Support the UASI solution development process as needed.
• Coordinate with homeland security and policy section to ensure requests related regional public safety program (i.e. capital investments, one-time expansion requests etc.) are vetted and complete.
• Coordinate with sustainment program managers to fill out the project worksheets and update project summaries.
• Document process for projects transitioning off UASI funding and serve as primary POC for project managers during transition period.
• Support communication of HSEC’s UASI funding decisions to CAO committees, project managers, and applicable committees.
• Coordinate with DHSPS staff for UASI sub-award management
• Develop COG Board consent agenda items.
• Develop and update project management plans (PMP).
• Coordinate award letter approval process.
• Maintain access to grant management SharePoint site to support document submission and tracking.
• Coordinate with COG’s accounting department to establish project expenditure (PE) codes.
• Coordinate with Accounting and Procurement Departments to Track Management and Administration (M&A) and Program Management funding use for each sub-award.
• Coordinate with contracts staff on the development of sole-source justifications, contracts, etc.
• Supervise DHSPS Financial/Grants Analyst.
• Manage the UASI quarterly status report (QSR) process.
• Coordinate with DHSPS Financial/Grants Analyst to complete the QSRs.
• Input required financial information.
• Submit QSRs to the SAA.
• Coordinate with the State Administrative Agency (SAA) and COG accounting to resolve any issues.

Consortium Contract support

• Coordinate with contracts staff to develop consortium contracts.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

To perform this job successfully, an individual must be able to perform each essential responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Professional Experience

Bachelor’s degree and four to six years of professional experience in program management and financial tracking; or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities relevant to the major duties of this position. Previous supervision experience required.

Computer Knowledge and Skills

In-depth understanding of the Microsoft (MS) Office Suite of programs, including Excel and Word. Understanding of MS SharePoint, OneDrive, and Teams.

Certificates, Licenses, Registrations

Professional certification will be included in consideration of acceptable experience and training.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel objects or controls and talk or hear.

WORK ENVIRONMENT

The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.