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California Emergency Management Agency Procedures:
<br />• Ensure financial compliance with the grant and any financial directives set forth
<br />by the California Emergency Management Agency (previously the Office of
<br />Homeland Security) and the Department of Homeland Security. Liaison with
<br />local, state and federal agencies regarding financial matters related to the
<br />administration of the Homeland Security Grants.
<br />• Assist and complete grant applications and grant modification requests via the
<br />California Emergency Management Agency workbook, confirming modifications
<br />to the internal project matrix, training and exercise rosters, approved project
<br />applications, and project descriptions are reflected in the workbook.
<br />• Complete grant cash requests and advances using the workbook, from compiled
<br />reimbursement packets, training packets, equipment ledger, and City General
<br />Ledger via LAWSON. Request City invoice, attach workbook, and send to the
<br />California Emergency Management Agency for reimbursement.
<br />• Once checks have been received from the State, add a copy to the cash request
<br />files, attach pertinent City invoice, and deliver to Treasury for deposit.
<br />• Work with City Accountant to calculate interest earned on cash advances,
<br />tracking vendor/sub-recipient payment, compared to advance check deposit
<br />date. Request check to the Federal Department of Health and Human Services,
<br />for all interest earned on grant advances.
<br />• Maintain an updated database of all financial points of contact and conduct
<br />periodic on-site financial monitoring of Homeland Security Grant sub-recipients.
<br />• Assist in financial and budgetary analysis of General Ledger, Project and Activity
<br />Report, Labor Distribution Report, and Revenue Ledger report.
<br />UASI Grant Office Procedures
<br />• Attend Urban Area Security Initiative Working Group and Steering Committee
<br />meetings as the financial point of contact.
<br />• Update and revise Urban Areas Security Initiative Sub-Recipient Guidelines and
<br />Policies, to include new laws, rules, and requirements from DHS and Cal-EMA,
<br />as well as updated Grant Office procedures for project managers and sub-
<br />recipients.
<br />• Update any Anaheim / Santa Ana UASI forms with each new grant year,
<br />including reimbursement forms, project applications, project modifications,
<br />monitoring forms, training forms, reporting forms, and others.
<br />• Keep in constant communication with grant project managers to ensure
<br />appropriate federal, state, and local requirements are being met and they meet
<br />grant deadlines.
<br />• Send out reminders when the Quarterly Project Status Reports are due, review
<br />for completeness, and forward to the appropriate office staff for review.
<br />Knowledge, Skills, and Abilities
<br />Knowledge of grant financial management requirements, and ability to read through the
<br />applicable code of federal regulations, OMB circulars, Environmental & Historic
<br />Preservation requirements, Cal-EMA Strategic Goals & Objectives, DHS Target
<br />Capabilities List (TCL), Procurement and Purchasing Policies, and Travel Policies, for
<br />the Urban Area Security Initiative (UASI) grants, Public Safety Interoperable
<br />Communications (PSIC) grant, Homeland Security Grant Program (HSGP), and the
<br />25D-12
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