Grants Compliance Monitor

City of Philadelphia•Philadelphia, PA

5h•$50,000 - $65,000

About The Position

The Grants Compliance Monitor is a key staff position for the Office of Community Empowerment and Opportunity (CEO) responsible for monitoring CEO’s subcontract and MOU agreements, and supporting program management staff in the preparation of grant applications. 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 support, workforce development services, economic mobility, housing assistance, youth educational support services, and community engagement activities. The Grants Compliance Monitor is responsible for supporting the preparation of grant applications to support these efforts, as well as 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.

Requirements

Knowledge of the principles and practices of contract negotiation, administration, monitoring, and evaluation of contracted services.
The principles, practices, and techniques of grants accounting, contract management, grant management and compliance requirements.
Maintenance of accurate accounting records and record retention requirements.
Municipal ordinances and procedures pertaining to contract preparation and processing including guidelines and provider agreements, and other City-wide policies that impact contracts.
Familiarity with examining grant and funding documents to determine application of departmental and city-wide procedural directives and guidelines.
Federal, state, and municipal regulations as pertain to contract preparation, internal management, 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 the area of assignment.
City of Philadelphia computer applications including ACIS, and standard computer software such as Microsoft Office Suite applications, Outlook, and DocuSign software.
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.
Valid Pennsylvania Driver’s License.

Nice To Haves

Experience in monitoring client level programs preferred.

Responsibilities

Manages a portfolio of subcontracts and MOU agreements, ensuring partners fulfill deliverables, key performance indicators and reporting requirements.
Meets and communicates with departmental program managers to support the development of goals, milestones, performance measures, evaluation standards, and timetables.
Supports the development of performance metrics for grant opportunities and funded programs, 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 contract opportunities and grant applications; 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.
Use the Automated Contract Information System (ACIS) or its replacement to track the progress of contracts, administer contracts and prepare reports; ensures funds are allocated for payment of contracted services.
Builds and maintain 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.
Supports program leads and internal teams in the development of grant proposals that align with CEO’s mission and meet funder requirements, ensuring proposed activities can be effectively monitored for compliance.
Serves as a technical resource to support the preparation and submission of grant applications; reviews compliance-related content; coordinates with program and finance staff to gather supporting material for grant proposals and ensure timely and accurate submissions.
Circulates notices of funding opportunities as received; maintains accurate and organized records of grant activities, applications, and correspondence.
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 and records transactions for contracting, reporting, invoicing, and monitoring activities in department tracking systems.
Other duties as assigned

Benefits

City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more.
The City offers its employees 8 weeks of paid parental leave.
We offer Comprehensive health coverage for employees and their eligible dependents.
Our wellness program offers eligibility into the discounted medical plan
Employees receive paid vacation, sick leave, and holidays
Generous retirement savings options are available
As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program.
The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too!

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