Public Records Manager Jobs in Puerto Rico (NOW HIRING)

Position Summary:

IEM is looking to bring on Full Time- Grants Management Specialist II (GMS II) to join our Homeland Security and Emergency Management team. The Grant Management Specialist II manages the full lifecycle of Public Assistance grants, including application preparation, documentation, reimbursement requests, and closeout activities. This role ensures compliance with federal and state requirements by evaluating eligibility, maintaining accurate records, reconciling data, and monitoring subrecipients and contractors, while also supporting audits, providing technical guidance, and contributing to effective program implementation.

Primary Location:

• Live within a commutable distance to Guaynabo and San Juan, PR.
• Work in an Office Environment with a team.

Travel Requirements:

• This position may require travel to complete work assignments or attend meetings.

Essential Functions:

• Prepare, process, track and submit on behalf of the Applicant/Sub applicant (Recipient/Subrecipient) including all required schedules and documentation and responding to Federal Awarding Agency Requests for Information (RFI) for the:
  • FEMA Request for Public Assistance (RPA) and/or grant application.
  • Award/subaward agreements between the Federal Awarding Agency/Recipient.
  • Requests for reimbursement (RFR) (e.g., advances, expedited payments, or reimbursement).
  • Required award/subaward financial and performance reporting, milestones, and deliverables requirements.
  • Requests for closeout documentation.
• Determine if the Applicant/Sub applicant (Recipient/Subrecipient) meets all grant or cost eligibility requirements.
• Compile, develop and maintain Recipient/Subrecipient project records supporting eligible activities and costs.
• Verify, validate, and reconcile Recipient/Subrecipient documentation to ensure information matches in all systems.
• Conduct compliant procurements.
• Conduct subrecipient and contractor monitoring.
• Prepare, review, or assess its internal policies and procedures.
• Prepare for and respond to monitoring events and audits conducted by the Federal Awarding Agency, Office of the Inspector General, State auditors and other auditors.
• Prepare grant documentation for closeout readiness and address any deficiencies.
• Conduct a final review of completed awards, making appropriate adjustments or disallowances, and processing close-outs.
• Prepare for post-closeout audits and review.
• Provide general programmatic assistance to applicants and maintain currency of and compliance with applicable state and federal grant management policies and procedures relating to the Public Assistance Grant Program.
• Participate in meetings and briefings with applicants.
• Assist with the performance of project validation reviews and address any inconsistencies, special considerations, and compliance issues with management.
• Recommend technical guidance and recommendations to management.
• Assist with the development, maintenance, and implementation of plans and procedures associated with the effective and efficient delivery and monitoring of grant performance of the Public Assistance Grant Program.

Minimum Qualifications:

• Experience: Three (3) years' experience with FEMA Grants (Public Assistance, 428, 404 or 406 Mitigation).
• Degree: Bachelor's degree from an accredited college or university with a major in accounting, business administration, public administration, emergency management, insurance, or related field.
• Experience and Degree Substitution: An equivalent combination of training and experience may substitute for a degree.
• Bilingual: English / Spanish.
• Intermediate Level understanding of or experience in:
  • Title 2 of the Federal Code of Regulations (CFR)
  • Federal Awarding Agency's respective Title of the CFR including cross-cutting Federal rules and regulations.
  • All applicable State rules and regulations.
  • Federal Awarding Agency, State or Recipient program policy rules and guidance.
  • Recipient/Subrecipient's internal management policies, procedures, and practices.
  • Grant management, program management, emergency management, or administration of disaster recovery programs preferred.
  • Grant management, accounting and business management, and budget preparation procedures, and department administration.
  • Disaster recovery, emergency management and associated state/federal legislation with the ability to research and organize data.
  • Federal, State and Local grant management work-flow software and documentation management systems at the Federal (preferred FEMA), State, Local Recipient/Subrecipient level.
  • Provided IT tools and document management tools to create, organize and maintain project documents.
  • Standard office procedures and intermediate computer operations to include a working and functional use (preferred intermediate to advanced) of all Microsoft Office applications including Word, Outlook, and Excel as well as smartphone /text usage.

Preferred Qualifications:

• Experience: Knowledge of other federal grant programs such as CARES Act, CDC Grants, HHS Grants, USDA Grants, USACE projects, Small Business Administration disaster recovery, and insurance.
• Experience within the commercial and/or public industries including, but not limited to, government entities/facilities (including military), medical facilities, schools, transportation (roads and bridges), coastal entities, water/waste treatment and utilities/power.
• Professional Registration or Certification including Certified Grants Management Specialist, Project Management Professional, Certified Public Accountant, and Certified Fraud Examiner.

Additional Information:

• Office Locations: Often, these offices are either owned by the client we work with or by IEM. All candidates are expected to follow any rules and regulations of the office in which they are required to work for that project.

Benefits and more:

• 10 paid holidays
• Vacation Pay
• Sick pay
• 401 (K) plan with matching
• Company paid STD and LTD

Equal Employment Opportunity. All IEM employment decisions, including recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment, if necessary, are made without regard to an individual's race, color, religion, creed, sex (including sexual orientation, gender identity, and gender expression), national origin, ancestry, age, physical or mental disability, medical condition, genetic information, pregnancy (including childbirth and related medical conditions), marital status, military or veteran status, citizenship or immigration status, or any other characteristic protected under applicable law.

Reasonable Accommodation. IEM is committed to providing reasonable workplace accommodations for individuals with disabilities. If you require assistance or reasonable accommodation during any part of the application or employment process, please email IEMhumanresources@iem.com with specific details about the requested accommodation. All accommodation requests are reviewed case-by-case in compliance with applicable law.