Hazard Mitigation Specialist

Hazard Mitigation Specialist

Summit Design and Engineering Services is seeking a Hazard Mitigation Specialist who will serve as a consultant to local government assisting them with applying for, receiving, and managing Hazard Mitigation Grant Program (HMGP) funding after a declared disaster (whether within their locality or elsewhere in the state) and to individual property owners within a targeted locality whose homes have been impacted by flood events.  They will work with those who are eligible to participate in the HMGP program, either through an elevation project, an acquisition project, or the combination of both activities.  After a grant award has been made, the Specialist serves as Grant Manager for the project and may also serve as Construction Manager for the project if requested by the locality and procured for both purposes.  A Hazard Mitigation Specialist must engage in a partnering relationship with all project stakeholders and yet be able to make decisions and act independently to resolve routine project issues.  60% to 70% of the Hazard Mitigation Specialist work schedule will typically involve travel and work related to distant project sites.

Responsibilities:

Planning

• Schedule and conduct meetings with locality staff to gather any documentation (historical events, damages, and other like data) in order to run a preliminary Benefit Cost Analysis to determine if a full application is feasible.
• Conduct community meeting(s) with potential applicants to explain the two programs (elevation or acquisition) and begin the process of collecting owner applications for assistance. The Specialist would create the owner's application package for both grants and assist residents with their completion.
• Prepare pre-applications and run preliminary Benefit Cost Analyses that show a positive (1:1.1 ratio) number that is feasible to cover the costs of a project. Pre-applications, if required, would be sent to VDEM/NCEM for review. 
• Move forward with preparing full applications only upon the consent of the locality.

Application Preparation

• Prepare and assist with the publication of public notice advertisements to provide notification of the project and to notify property owners in the identified project area.
• Assist in updating the regional All Hazards Plans to reflect the proposed project if required.
• Attend VDEM/NCEM Application Workshops (if any is offered.)
• Identify and process the required Property Site Inventories/Easements for inclusion in the HMGP application package.
• Work with the assigned Summit staff member to compile all necessary supporting documentation for the individual property packages (e.g., photographs, FIRM maps, tax parcel maps, engineer drawings, permission and participation letters, damage history information, road closure information, etc.).
• Work with assigned Summit staff member to create project area maps of the FIRM zones, USGS elevations/features, project boundaries, and affected properties.
• Research, write and edit required responses to the HMGP application questions (e.g.: information related to the Mitigation Plan, Mitigation Activity, Problem Description, Decision Making Process, Maintenance Cost of Schedule, Environmental Review, Evaluation Information, etc.).
• Secure final BCA datum files showing positive cost benefit including all required attachments with a digital version of the file for inclusion in the application.
• Submit completed HMGP applications to VDEM/NCEM and coordinate with the agency to meet all post-submittal requirements in support of competitive grant applications.

Pre-Contract Administration

• Participate in Contract Negotiation Meetings with VDEM/NCEM and prepare and assist in the execution of any documents as may be required as follow-up to the meeting.
• Assist the locality with finalizing project budgets with VDEM/NCEM.
• Assist with preparing and publishing any required Environmental Review Records or Impact Statements including any Section 106 historic review.
• Prepare and mail out initial Grant Owner Participation Notice letters and solicitation of Voluntary Participation Forms.
• Conduct local meetings with citizens to discuss grant terms and policies of acquisition and/or elevation projects including participation requirements, matching fund requirements for owners, temporary and permanent relocation assistance, as well as owner's post-elevation responsibilities.
• Assist in the procurement of professional services to implement projects (additional engineering, survey, appraisal, demolition, etc.).
• Assist with creating and adopting "Policies and Procedures for Hazard Mitigation Assistance (HMA) Projects" that will govern the program in each locality for adoption by the governing body.

Project Management Assistance

• Assist localities with the creation of a Project Management Team made up of key personnel that will assist in the administration of the grant. The Specialist will prepare the documents needed by Project Management Team including settings agendas, providing status updates, and all other items for the review and discussion of the Team.
• Provide and/or develop all necessary forms including, but not limited to, participation forms, match requirement forms, relocation brochures, contractors status forms, punch lists sheets, projects file checklists, pre-elevation and pre-acquisition checklist forms, and the owner's notification of responsibility brochure.
• Identify owner participation amounts and mail out Grant Owner Participation Notices to owners. Assist in the collection of any matching funds from the participants including via any locality-established payment plans.
• Secure and review the required pre-elevation surveys and engineering plans from the identified contracted firms for an elevation project. Obtain demolition quotes for homes to be acquired and demolished and secure any required asbestos/lead quotes if needed for an acquisition project.
• Assist locality procurement staff in preparing and releasing Invitations for Bids and receiving of quotes for elevation work. The Specialist will submit all bids to VDEM/NCEM and FEMA as required for review.
• Assist owners in the completion of the all pre-elevation forms and post-elevation forms to ensure the information is accurate and complete and understood by all parties.
• Assist all pre-acquisition property owners with their duplication of benefits forms, securing the appraisal, notification of value, and preparation of the contract offer in cooperation with the locality FEMA Grant Coordinator and/or attorney.
• Prepare and submit the required resolutions for adoption by governing bodies approving the purchase of a property by the locality.
• Determine eligibility for relocation services under the Uniform Relocation Act (URA) and notify parties of the benefits. The Specialist will also assist in the completion of all relocation forms and in the identification of comparable properties for the relocating parties and provide oversight to the disbursement of benefits.
• Coordinate the scheduling of all property closings with the assigned contract attorney and attend as required. The Specialist will work with County staff, the seller, and the closing attorney to ensure accurate and timely closing for all properties.
• Draft and submit all Quarterly Statements and other required forms to VDEM/NCEM and FEMA as necessary. The Specialist will also prepare and draft all necessary official correspondence to both agencies as directed by the locality administrator and respond to all general inquiries from the listed agencies as required.
• Maintain the project administrative systems in cooperation with locality staff so that they are accurate and kept up to date for all grant, financial, procurement, owner, and tenant files. All files and the filing system shall be done according to the generally accepted "Model Filing System" and be kept thoroughly auditable and referenced to each specific grant.
• Coordinate the overall and individual projects with VDEM/NCEM staff and organize and participate in any agency requested project site visits to the locality.
• Assist in drafting and releasing of any public notices, advertisements, media requests, and FOIA inquiries with assistance of locality staff.
• Ensure compliance with all local, state and federal laws, policies and procedures related to the administration of the grant.
• Respond to and process all owner appeals for both elevation and acquisition properties as directed under the "Policies and Procedures."
• Administer all labor compliance requirements as requested by VDEM/NCEM and/or FEMA.
• Provide and present progress reports to the Board of Supervisors as needed.

Elevation Construction Management (if included in contract)

• Assist localities in the procurement of contractors for elevation work and attend pre-bid meetings.
• Notify locality FEMA Grant Coordinators to issue Purchase Orders (PO) for all elevation contracts.
• Attend pre-construction meetings with locality FEMA Grants Coordinator to meet all parties and assist with the completion of all pre-construction forms.
• Conduct pre- and post- construction site visits for compliance with contracted work.
• Conduct and document (photo, inspection sheet) weekly inspections of each home under construction, including if no work has been performed during that week.
• In cooperation with locality staff, process payment requests at 50% of work complete and at substantial completion (a 95% substantial completion payment).
• Review any requests for Change Orders (CO) and determine if the changes are within 10% of the cost estimate and work with the locality FEMA Grants Coordinator to ensure the CO's are within the grant budget limitations. Coordinate the preparation of Change Order Memos with project engineer with supporting documentation (CO price sheet and updated engineer drawings) and forward to the locality FEMA Grants Coordinator.   The locality FEMA Grants Coordinator will be responsible for submitting the CO's to VDEM/NCEM and FEMA and securing the revised PO's.
• Meet with property owners to develop punch lists, monitor the completion of punch lists, and when completed, submit certifications of final completion and process final 5% payments.
• Provide notice to the locality FEMA Grants Coordinators and locality procurement staff of completion of work per the contract.
• Respond to all construction-related complaints and inquiries from participating property owners (via email, text, phone, or fax). Assist the locality with resolving identified disputes and complaints.

Close-Out Assistance

• Assist in the disbursement of the final payments for projects and in preparation of final financial closeout forms.
• Prepare final project status reports for submission to VDEM/NCEM.
• Obtain any additional forms and information for elevation homeowners that might need updating prior to the final close-out.
• Participate in any close-out site visits by VDEM/NCEM and FEMA staff.
• Work with VDEM /NCEM as needed to address any FEMA close-out deficiencies to ensure a positive grant close-out for the locality.

Skills and Qualifications:

• A minimum of an Associate or Technical Degree in a construction-related field with three years of experience in residential rehabilitation, residential construction, residential construction management, or building/housing inspections.
• Knowledge of modern building practices and materials; the International Building Code and/or a statewide building code; and building plans and specifications.
• Ability to establish and maintain cooperative relationships with homeowners, tenants, contractors, local government officials and staff, and the general public.
• Capable of exercising physical capacity commensurate with the demands of the position including, but not limited to, bending and kneeling, grasping and reaching, working in confined spaces and at heights, lifting up to 50 pounds, and having adequate vision as corrected,
• Proficient in using a digital camera, computer, Microsoft Office software, and file sharing programs.
• Good written and verbal communications skills.
• Must have a valid driver's license and an acceptable motor vehicle record.

Preferred Skills and Qualifications:

• Completion of one or more Basic FEMA Principals of Mitigation Course Certificates.
• Knowledge of FEMA Coastal Construction Manual.
• Certification as a Certified Floodplain Manager.

Company Overview

Operating as Summit since 2004, we are a compact engineering and design firm structured to adapt quickly and offer clients the most current technology, innovative design solutions and comprehensive project management for turn-key delivery. We know that one size rarely fits all. That's why we look at the individual needs of every project and match it with our proven technical expertise and experience.  We are headquartered in Hillsborough, North Carolina, with offices in Raleigh, Asheville, Fayetteville, Pittsboro, Indian Trail, and Wilmington. Summit also has offices in Richmond, Franklin and South Boston, Virginia.   For the past six years we have been named one of the fastest growing companies in the Research Triangle area.  TalentDesk has named us one of the best companies to work for in 2019.

Why Work for Summit?

We foster a caring and collaborative work environment that also encourages commitment to the communities that we serve, our employees and clients will succeed together.  We strive to be integral to the success of the communities we build. We maintain a close-knit team culture where we measure our success by the success of our people and clients.  We can help you take your career to the next level! 

Criminal and driving background will be performed and must be in good standing. Summit Design and Engineering is an Equal opportunity employer/affirmative action. E-verify

Current Openings for Hazard Mitigation Specialist Jobs at Summit Design and Engineering Services