What are the responsibilities and job description for the Deputy Contracts Manager position at Plexos Group?

Job Description

Plexos Group is currently seeking a Deputy Contract Manager to oversee contract functions related to grants management and finance. The Deputy Contract Manager will oversee the financial aspects of disaster assistance projects, ensuring compliance with relevant policies and optimizing reimbursement. Candidates must be local to the State of New Mexico or willing to deploy 75% of the time to Santa Fe, NM.

RESPONSIBILITIES :

Manage two core teams conducting financial and grants management services to the client, including direct supervision of staff who perform roles assistance with sub-grant analysis, reporting, and reconciliation.
Manage the financial aspects of disaster assistance projects under programs such as FEMA Public Assistance, Hazard Mitigation Grant Program, and Building Resilient Infrastructure and Communities, including budgeting, forecasting, and financial reporting.
Work closely with other departments, such as procurement, legal, and disaster recovery teams, to ensure cohesive project management. Serve as a primary point of contact to the clients’ Chief Financial Officers, Grants Bureau Chief, and Deputy Cabinet Secretary for Finance.
Provide immediate assistance to any requests by the clients’ financial and grants management leadership teams, to satisfy requirements related to reporting, single audits, and other deliverables related to the grants and finance scope of work.
Oversee the preparation, submission, and tracking of reimbursement requests to ensure timely and accurate payments. This includes review and verification that the Auditing and Reimbursement Team is conducting full and accurate reconciliations of all projects prior to approving for payment.
Ensure all financial transactions comply with federal, state, and local regulations, as well as company policies.
Analyze financial data related to disaster recovery projects to provide insights and recommendations for improving reimbursement processes and cost-saving opportunities.
Identify and mitigate financial risks associated with disaster assistance projects.
Review and approve accurate and timely financial statements and reports related to project performance and reimbursement status. As necessary, augment the team with preparation of required reporting.
Assist in internal and external audits related to project financials and reimbursement processes.
Work with the Auditing and Reimbursement Lead to ensure the team is providing accurate and timely support to clients and sub-recipients with questions, deliverables, and associated processes related to program administration, policies, procedures, and grant and contract management.
Assist teams with obtaining and recording accurate project work records related to financial tracking and reporting. Support comprehensive document retention in compliance with State and Federal requirements.
Attend and facilitate meetings with various stakeholders, including state, county, and municipal leaders, to address questions, concerns, and next steps to support financial and grants management functions.
Provide technical advice and support to state and local agencies, voluntary organizations, and community leaders regarding disaster assistance funding and procedures.
Ensure recipient and sub-recipient compliance with FEMA and State requirements for active disaster assistance programs.
Oversee the completion of required monitoring functions, including quarterly reporting, risk assessments, etc.
Maintain a regular work schedule and work extended hours when needed.

This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

MINIMUM QUALIFICATIONS :

3 to 5 years of work experience in project management, finance, or a related field, preferably within disaster response or public assistance programs.

Strong analytical, organizational, and communication skills.

Proficiency in financial software and Microsoft Office Suite.

Familiarity with FEMA Public Assistance Program and Policy Guide, and other relevant disaster assistance regulations and guidelines.

Bachelor’s degree from an accredited college or university in finance, accounting, business administration, or a related field.

Preferred :

Master’s degree from an accredited college or university with major course work in emergency management, accounting / auditing, finance, business management, construction management or public administration is preferred.

KNOWLEDGE, SKILLS AND ABILITIES :

In-depth knowledge and ability to effectively apply knowledge of government organizations, operations and emergency management programs at the federal, state and local levels.

Skilled in team management, including providing direct supervision and coaching to contract staff, ability to handle to the delivery of multiple programs simultaneously, and ability to coordinate several workstreams simultaneously.

Must exemplify the firm’s core mission and the values of integrity, teamwork, accountability and excellence.

Must exercise excellent interpersonal skills – position continually requires demonstrated poise, tact, diplomacy, and an ability to establish and maintain effective working / professional relationships with internal and external customers.

Must be organized, flexible, and able to prioritize in a multi-demand and constantly changing environment.

Demonstrated ability to meet multiple and sometimes conflicting deadlines without sacrificing accuracy or timeliness; ability to work independently; and to understand and effectively apply complex oral and written instructions and procedures.

Ability to communicate effectively (oral and written), as well as to construct and deliver clear, concise, and professional presentations to a variety of audiences and / or individuals.

Must be analytical, detail-oriented, and able to multi-task without sacrificing accuracy or timeliness.

Ability to analyze problems, identify causative factors, and apply actions to effectively resolve current issues and prevent recurrences of problem conditions.

Must possess appropriate levels of proficiency with utilized software and systems and be able to learn new software / systems.

Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Plexos Group LLC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment based on individual merit, skills, and performance, without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristics protected by law. Plexos Group is committed to providing a workplace environment free from discrimination and ensuring equal opportunity for all employees.

Company Description

The Plexos Group, LLC employs the most experienced and innovative professionals in the field of disaster recovery management who have completed similar work for municipal, state, and federal agencies. Our project team has more than 100 years of combined experience in managing disaster recovery and has led disaster recovery programs in excess of $25 billion.

Company Description

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