LIHEAP Compliance Specialist

Comprehensive Community Action•Cranston, RI

About The Position

CCAP’s mission is to empower all people and communities challenged by poverty and social and cultural barriers through advocacy, education, and access to high-quality health and human services. The LIHEAP Compliance Specialist ensures the accurate, timely, and well-documented processing and reconciliation of deliverable-fuel transactions for LIHEAP households. The role supports compliance with CCAP procedures and funding requirements through vendor documentation review, transaction monitoring, grant reconciliation, refund tracking, and audit preparation. The specialist works with LIHEAP program staff, Fiscal, fuel vendors, and agency leadership to identify and resolve discrepancies and ensure transactions are documented, reconciled, and completed within required timeframes. This is a full-time position unless determined or approved otherwise by the VP of Social Services. The employee may be required to work at any CCAP location. A high school diploma or equivalent is required. An associate degree in business administration, human services, accounting, finance, or a related field is preferred. Prior experience in compliance, vendor coordination, fuel assistance, fiscal documentation, reconciliation, data entry, quality assurance, or program administration is preferred. Candidates must provide and maintain required immunizations and vaccinations and complete and maintain required background checks. The role requires careful review and reconciliation of program and financial information, strong organization and communication, and the ability to manage multiple priorities and deadlines. The specialist must handle sensitive participant, vendor, program, and financial information confidentially and work effectively and respectfully with people from diverse social, cultural, and economic backgrounds.

Requirements

High school diploma or equivalent required.
Provide and maintain all required immunizations and/or vaccinations.
Complete and maintain all required background checks.
Strong attention to detail and ability to identify documentation errors, missing information, discrepancies, and inconsistencies.
Strong organizational and time-management skills, including the ability to manage multiple priorities and meet established deadlines.
Ability to accurately review, reconcile, enter, and maintain financial and program-related data.
Ability to interpret and consistently apply program procedures, funding requirements, and documentation standards.
Strong written and verbal communication skills, including professional communication with vendors, staff, and management.
Ability to work independently, exercise sound judgment, and appropriately escalate discrepancies or compliance concerns.
Strong recordkeeping skills and ability to maintain accurate documentation involving multiple funding sources and reporting periods.
Ability to use spreadsheets and electronic tracking systems to organize, monitor, and reconcile program information.
Ability to follow unresolved items through completion and meet time-sensitive deadlines.
Ability to maintain confidentiality and appropriately handle sensitive participant, vendor, program, and financial information.
Ability to work effectively and respectfully with individuals from diverse social, cultural, and economic backgrounds.

Nice To Haves

Associate degree in business administration, human services, accounting, finance, or a related field.
Prior experience in compliance, vendor coordination, fuel assistance, fiscal documentation, reconciliation, data entry, quality assurance, or program administration.
Proficiency with Microsoft Office applications, particularly Excel, Word, Outlook, and Teams.
Experience with Hancock or similar program management software.

Responsibilities

Collect, organize, review, and track metered delivery tickets and other required documentation submitted by fuel vendors for LIHEAP households receiving deliverable fuel.
Review vendor documentation for completeness, accuracy, legibility, dates of service, household information, fuel type, quantity delivered, pricing, and required supporting information.
Identify discrepancies, missing information, duplicate or questionable transactions, and other documentation concerns requiring follow-up or correction.
Communicate with fuel vendors and internal staff to resolve incomplete, inaccurate, missing, or unclear documentation in a timely manner.
Enter and maintain delivery and transaction data in agency systems, including Hancock, ensuring accurate matching to household records, grant balances, and applicable funding sources.
Monitor and reconcile LIHEAP funding balances associated with deliverable-fuel transactions, including transactions involving more than one grant or fiscal year.
Identify and track unused or outstanding vendor-held funds associated with closed or otherwise eligible accounts, and coordinate with vendors, LIHEAP staff, and Fiscal regarding reconciliation and return of funds.
Maintain accurate tracking of outstanding delivery tickets, vendor documentation, refunds, corrections, and unresolved discrepancies.
Perform routine reconciliation between vendor documentation, program records, and fiscal information, and promptly report discrepancies.
Maintain complete and organized electronic and paper records for program monitoring, quality assurance reviews, fiscal reviews, and audits.
Prepare periodic reports regarding vendor activity, outstanding documentation, unresolved discrepancies, refund status, grant balances, and other program compliance measures.
Monitor recurring vendor documentation or transaction issues and communicate trends or concerns to program leadership.
Assist in developing and improving internal tracking tools, vendor communication practices, documentation standards, and compliance workflows.
Respond to documentation and information requests related to internal reviews, state or federal monitoring, fiscal reviews, and audits.
Maintain confidentiality and safeguard participant, vendor, program, and financial information in accordance with applicable requirements and CCAP policies.
Perform other related duties as assigned.