Grants Compliance Specialist

1 week ago

Philadelphia, Pennsylvania, United States City of Philadelphia Full time
Job Summary

The City of Philadelphia is seeking a highly skilled Grants Compliance Specialist to join our team. As a key staff position in the Office of Community Empowerment and Opportunity, this role is responsible for monitoring CEO's subcontract agreements and ensuring compliance with federal, state, local, and private funding requirements.

Key Responsibilities
  • Manage a portfolio of subcontracts, ensuring partners fulfill deliverables, key performance indicators, and reporting requirements.
  • Meet and communicate with departmental project managers to support the development of goals, milestones, performance measures, evaluation standards, and timetables.
  • Support the development of performance metrics for each grantee that align with CEO's mission and desired outcomes; develop logic models detailing critical implementation steps and inputs, as well as expected outputs and outcomes to be monitored.
  • Interpret contract rules and regulations; determine necessary terms and provisions to be included in contracts; develop standard formats and templates to clarify contract terms and provisions.
  • Meet and communicate with grantees to clarify scope of work, contract terms and conditions, reporting requirements, performance standards, monitoring procedures, potential problem areas, and payment procedures; identify and address any developing problems or issues; determine grantee's needs for technical assistance.
  • Use the Automated Contract Information System (ACIS) or its replacement to track progress of contracts, administer contracts, and prepare reports; ensure funds are allocated for payment of contracted services.
  • Build and maintain positive relationships with grantees to understand and respond to their needs.
  • Coordinate and conduct training sessions to familiarize grantee staff with the monitoring procedures, results-oriented management and accountability, outcomes requirements, and expectations.
  • Conduct remote and onsite monitoring of client records, program documentation, and service activities to verify compliance with grant terms and successful program delivery.
  • Complete monitoring reports that address corrective action measures; recommend corrective action for deficient or problematic grantees; identify problem areas in the delivery of services and areas that need improvement; recommend non-payment or termination of deficient contracted services.
  • Participate in meetings and inform agency and grantee personnel of contract issues; summarize audit evaluation and develop status reports on grantees for evaluation by agency administrators.
  • Provide ongoing training and technical assistance to grantees to help them effectively manage their contracts.
  • Assist in managing processes for the collection and review of data, performance reports, invoices, and service documentation submitted by the grantee to determine if work is in line with the contract terms and schedules; work with department staff, fiscal staff, and Data Manager to ensure adherence to quality standards, deadlines, and proper procedures.
  • Train and/or support training of data system end users; communicate work procedures and agency policies to grantee related to agency database.
  • Maintain tracking system of contracting and monitoring activities.
Requirements
  • Completion of an associate's degree program from an accredited college or university.
  • Three (3) years of contract and/or grants administration and monitoring as appropriate to the job.
  • Experience in monitoring client-level programs preferred.
  • Or equivalent combination of training and experience determined to be acceptable.
  • Valid Pennsylvania Driver's License.
Working Conditions
  • Regular, predictable attendance is required.
  • Successful candidate must be a City of Philadelphia resident within six months of hire.

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