Project Support Specialist

ExtensisHR•Phoenix, AZ

About The Position

The Project Support Specialist (PSS) provides critical administrative and compliance support to ensure the accuracy, timeliness, and completeness of project documentation across federally funded programs, including the Senior Community Service Employment Program (SCSEP). This position plays a key role in maintaining data integrity, supporting audit readiness, and ensuring adherence to federal and organizational compliance standards under 2 CFR 200 and programspecific TEGL and CFR 641 requirements. The ideal candidate is detail-oriented, highly organized, and capable of managing multiple administrative tasks that directly impact program performance and compliance outcomes.

Requirements

Minimum 2 years of experience in administrative support, preferably within a nonprofit, workforce development, or federally funded environment.
Strong attention to detail, accuracy, and ability to meet deadlines in a fast-paced setting.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with Salesforce or similar CRM/data systems.
Excellent written and verbal communication skills.

Nice To Haves

Experience with SCSEP, WIOA, or other Department of Labor-funded programs.
Knowledge of grant compliance principles and Uniform Guidance (2 CFR 200).
Experience supporting data validation, QPR reporting, or audit preparation processes.

Responsibilities

Prepare, review, and maintain accurate program documentation including participant files, eligibility documentation, Individual Employment Plans (IEPs), and host agency agreements.
Support data entry and validation within systems such as Salesforce, GPMS, and WIPS, ensuring all records meet audit and reporting standards.
Track and organize contract deliverables, participant certifications, timesheets, and financial documentation.
Maintain digital and physical filing systems to support data integrity and confidentiality in line with organizational policies.
Assist in preparing reports, correspondence, and data summaries for internal and external review.
Review participant and program files for accuracy, completeness, and compliance with federal, state, and organizational requirements.
Monitor document workflows to ensure all required signatures, supporting documentation, and approvals are obtained prior to submission.
Assist with internal monitoring reviews, performance audits, and data validation exercises.
Flag discrepancies or potential compliance risks for corrective action and assist in implementing follow-up resolutions.
Maintain knowledge of DOL regulations, grant guidance (TEGLs, CFR 641, 2 CFR 200), and internal policies to support compliance consistency.
Collaborate with field staff, participant assistants, and program coordinators to ensure timely submission of documentation and reports.
Communicate deadlines, missing items, or corrections to relevant team members in a professional and solution-oriented manner.
Provide administrative support for meetings, training sessions, and technical assistance related to compliance or program operations.