Grants Compliance Monitor

3 weeks ago

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

The Grants Compliance Monitor is a key staff position for the Office of Community Empowerment and Opportunity (CEO) responsible for monitoring CEO’s subcontract agreements. CEO enters into contracts with community-based organizations and consultants to carry out organizational goals to help low-income Philadelphians move toward self-sufficiency. Contracts include, but are not limited to, the provision of services in the following areas: access to public benefits, financial and income supports, employment training and services, housing assistance, youth educational support services, and community outreach activities. The Grants Compliance Monitor is responsible for facilitating the development of contracts, and monitoring contract activities to ensure they are in compliance with federal, state, local, and private funding. Primary compliance areas include client eligibility, program and performance requirements, and allowable use of funds.

Successful characteristics include but are not limited to close attention to detail, ability to create action plans, meet deadlines, excellent oral and written communication, critical thinking, and problem-solving skills are all essential tactics in achieving success. 

Essential Functions

Manages a portfolio of subcontracts, ensuring partners fulfill deliverables, key performance indicators and reporting requirements. 

Meets and communicates with departmental project managers to support the development of goals, milestones, performance measures, evaluation standards, and timetables.  

Supports the development of performance metrics for each grantee that align with CEO’s mission and desired outcomes; develops logic models detailing critical implementation steps and inputs, as well as expected outputs and outcomes to be monitored. 

Interprets contract rules and regulations; determines necessary terms and provisions to be included in contracts; develops standard formats and templates to clarify contract terms and provisions. 

Meets and communicates with grantees to clarify scope of work, contract terms and conditions, reporting requirements, performance standards, monitoring procedures, potential problem areas, and payment procedures; identifies and addresses any developing problems or issues; determines grantee’s needs for technical assistance. 

Uses the Automated Contract Information System (ACIS) or its replacement to track progress of contracts, administer contracts and prepare reports; ensures funds are allocated for payment of contracted services. 

Builds and maintains positive relationships with grantees to understand and respond to their needs. 

Coordinates and conducts training sessions to familiarize grantee staff with the monitoring procedures, results oriented management and accountability, outcomes requirements and expectations. 

Conducts remote and onsite monitoring of client records, program documentation, and service activities to verify compliance with grant terms and successful program delivery.

Completes monitoring reports that address corrective action measures. Recommends corrective action for deficient or problematic grantees; identifies problem areas in the delivery of services, and areas that need improvement; recommends non-payment or termination of deficient contracted services. 

Participates in meetings and informs agency and grantee personnel of contract issues; summarizes audit evaluation and develops status reports on grantees for evaluation by agency administrators. 

Provides ongoing training and technical assistance to grantees to help them effectively manage their contracts. 

Assists 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; works with department staff, fiscal staff and Data Manager to ensure adherence to quality standards, deadlines, and proper procedures. 

Trains and/or supports training of data system end users, communicates work procedures and agency policies to grantee related to agency database.

Maintains tracking system of contracting and monitoring activities.  

Other duties as assigned

Competencies, Knowledge, Skills and Abilities

Knowledge of the principles and practices of contract negotiation, administration, monitoring, and evaluation of contracted services. 

The principles, practices, and techniques of contract management, grant management and compliance requirements. 

Municipal ordinances and procedures pertaining to contract preparation and processing, including guidelines and provider agreements, and other City-wide policies that impact contracts.  

Federal regulations as they pertain to contract preparation and administration of the Community Services Block Grant, TANF Work Ready grants, and other funding streams for CEO contracts and initiatives. 

Federal, state and municipal laws and regulations related to area of assignment.  

City of Philadelphia computer applications including ACIS, and standard computer software such as Microsoft Office Suite applications, Outlook, and DocuSign software. 

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