Contract Compliance Supervisor (MA 5)

State of Washington • Multiple Locations Statewide, WA

8d • Remote

About The Position

At the Department of Commerce, we are reimagining what’s possible in government. We are builders, thinkers, and change-makers, working at the intersection of innovation, community, and impact. From unlocking critical funding to fueling inclusive economic growth, we are turning big ideas into real-world solutions that uplift people and places. Our agency’s strength lies in the diversity of our workforce and the breadth of the lived experiences and perspectives employees bring to the work. We believe equity is not just a value but a practice, which is reflected in how we design programs, engage communities, and deliver outcomes. We foster a workplace culture where curiosity is encouraged, bold thinking is welcomed, and collaboration drives our impact. This job is a commitment to reshape systems so they work better for everyone. If you’re ready to challenge the status quo and build meaningful connections, we want to meet you. Let’s build what’s next, together. The Housing Division (HD) partners with local governments, tribes, housing authorities, nonprofits, and other organizations to develop and preserve affordable housing, promote individual and family self-sufficiency, and reduce adult and youth homelessness. This position serves as the HD expert-level analyst for management, staff, and internal and external customers regarding state and federal contracting rules, guidance, and associated fiscal monitoring activities. This includes support with state and federal audit compliance and responses. This position is responsible for overall technical assistance to HD Unit staff on fiscal compliance, monitoring activities, and contract management. This position assists HD Unit staff in implementing agency level guidance while communicating and coordinating with the agency’s Contracts & Compliance Division to represent HD program requirements. This position provides advice and consultation to the HD management team. This position supports the agency and division’s mission, goals, and objectives by analyzing problems and developing systems and implementing processes that enable the division to provide accurate information to contractors and program staff about federal/state requirements. This position consults and coordinates with the HD Units and programs and their staff, ensuring the implementation and delivery of our housing programs and policies stay closely aligned, consistent and coordinated whenever feasible.

Requirements

• Nine (9) years of combined experience and/or education that includes contract management, federal grant compliance, or internal controls
• Five (5) or more years (full time equivalency) of professional level experience in any combination of the following: Monitoring of state and/or federal subrecipient awards including contract performance, federal grant compliance, tracking of deliverables, and reviewing for allowability and allocability.
• Providing technical assistance and consultation on monitoring and managing government contracts
• Drafting, identifying issues and working with partners to define resolutions and negotiating corrective action plans specified in 2 CFR 200 or other statutory or programmatic compliance.
• Education in Accounting, Business Administration or closely allied field; which includes the successful completion of 12 Quarter hours (or semester hour equivalent) college-level coursework in accounting, auditing, budgeting, or finance.

Nice To Haves

• One (1) or more years of supervision experience.
• Two (2) or more years of experience and expertise in providing presentations and facilitation of large groups.
• Two (2) or more years of experience with application and review of cost allocation plans and federally negotiated indirect rates.
• Five (5) or more years of experience in providing technical assistance and consultation on monitoring and managing contracts.
• Project management experience, to include the ability to establish priorities, work out timelines, identify potential problems and resolutions, and keep projects on schedule, within budget and in line with program goals.
• Detail oriented when developing processes, guidance, implementation plans, etc.
• Effectively manage resources, relationships and time.
• Set clear expectations, provide peer support, and provide timely and constructive feedback.
• Experience with the lifecycle of grants and contracts including grant application process, contract process/sub-recipient awards, contract performance and fiscal monitoring, and grant/contract closeout processes.
• Familiar with federal grant compliance and audit requirements as specified under 2 CFR 200.
• Application of indirect and cost allocation plans.
• Familiarity with WA State supplier diversity requirements.

Responsibilities

• Serve as the HD expert in areas related to the business of contract management and fiscal monitoring.
• Provide consultation, technical assistance, and coordination to HD Units and programs on the application of the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR 200) and other related cost principles and contract management practices.
• Create and maintain activities to assist staff with contract management including defining competencies for successful contract management, standardizing definitions for contracting and monitoring processes, devising strategies for coordination and information sharing across the division. Provide and maintain tools/resources for contract management.
• Review and analyze contracting, monitoring, risk assessment and other processes for quality improvement purposes.
• Advise on HD federal and state risk assessment and monitoring tools, invoice backup documentation, and other tools as identified.
• Provide guidance to HD staff on development of program-specific risk assessment questions and how risk assessment scores can inform monitoring plans.
• Represent the interests of HD in agency-wide discussions or initiatives dealing with contract management practices, including but not limited to risk assessment, contract development and monitoring.
• Apply best practices, quality improvement tools, and Lean practices to reduce fiscal monitoring issues throughout the lifecycle of grants and contracts.
• Provide technical assistance, set up cross-divisional meetings and facilitate discussions, design and implement an evaluation process including obtaining customer feedback and modify procedures and processes as needed.
• Analyze, develop, and/or implement changes to systems to improve internal and external business and customer service in the area of contract management and monitoring.
• Assist HD Unit Staff in implementing agency wide requirements on organizational risk assessments, fiscal monitoring, and other contracting requirements.
• Conduct organizational risk assessments for the Housing Division and inform HD program staff on invoice documentation requirements based on Division level risk assessment scores.
• Manage the collection and storage of grantee audits, including ensuring audits are up to date and in compliance.
• Supervise employee(s) and other team members, as assigned.
• Supervise the Contract Manager and Complaint Officer and other staff, as needed.
• Oversee the work performed by the team.
• Delegate workload responsibilities and assignments to staff.
• Provide regular feedback, coaching, and guidance to staff.
• Manage and report on workplan status to the Assistant Director, Deputy Assistant Director, and Management Team.
• Monitor workload to ensure timelines are met, tasks are distributed equitably, and procedures are followed consistently.
• Evaluate staff performance and address performance concerns as necessary.
• Recommend corrective and/or disciplinary actions to the Assistant Director and Deputy Assistant Director.
• Encourage and support staff professional development goals and opportunities. Work with staff to identify training needs.
• Perform all aspects of the hiring process. In coordination with Human Resources, ensure that all agency hiring procedures are followed and requirements are fulfilled.
• Develop and ensure that new staff receive training.
• Provide technical assistance and training as requested by HD Unit managers to HD staff and federally funded subrecipients and state funded grantees and contractors.
• Survey needs and deliver all levels of technical assistance and training for state and federal grantees, contractors and sub recipients on administrative and fiscal compliance.
• Develop and deliver training for HD staff.
• Develop training and reference materials for internal and external audiences.
• Conduct primary and follow up reviews (phone consultation, onsite and desk reviews) of subrecipient contracts using a fiscal monitoring tool based on risk assessments conducted at the program level.
• Document significant entity processes and internal controls dealing with federal grant compliance.
• Review accounting records, audit files, policy statements, regulatory directives, state and federal requirements and other operating guidelines; analyze records and reports in accordance with developed monitoring procedures and standards; and use checklists and tests as necessary to compare performance with requirements.
• Draft close out memos and reports of supplementary comments, conclusions and recommendations; documents monitoring results with working papers supporting work accomplished, conclusions reached and recommendations.
• Communicate program review results to subrecipients, and agency and program stakeholders.
• Follow up with program staff to review the memos or reports and develop recommendations for resolution of subrecipient non-compliance with federal and state rules and regulations for financial management.
• If necessary, quantify disallowed costs and work with applicable financial services staff to invoice the entity or reimburse the entity based on fiscal results.
• Participate in the agency contract workgroups such as the Shared Standards Initiative (SSI) mission based team and Agency Contracts Operation Workgroup (ACOW) and bring forward HD perspective and concerns.

Benefits

• The Washington State Department of Commerce is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application, testing, or interview process or this job announcement in an alternative format may email Human Resources at [email protected]. Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree