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 sub-agreements with community-based organizations and consultants to carry out organizational goals. The Grants Compliance Monitor will be responsible for ensuring that sub-agreements are in compliance with the government or private funding source. Primary compliance areas include client eligibility, program and performance requirements, and use of funds. The Grants Compliance Monitor will play a central role within the team and reports directly to the Grants Compliance Manager.

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

• Monitors 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.
• 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 and Data Manager to ensure adherence to quality standards, deadlines, and proper procedures.
• Collects and reviews data and performance reports from grantees for regular monitoring.
• Conducts data validation and quality control checks to ensure accuracy and compliance.
• Trains and/or supports training of data system end users, communicates work procedures and agency policies to grantee related to agency database. Conducts remote and onsite monitoring of client and program records to verify eligibility, compliance, and the effective delivery of services; reviews client records and program operations; determines compliance with contracted agreements and agency directives.
• 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.
• Provides ongoing training and technical assistance to grantees to help them more effectively manage their contracts.
• Monitors invoicing and payment, quality control and evaluation, and grantee performance to maximize financial and operational performance and minimize risks to the agency.
• 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.
• Maintains tracking system of program monitoring activities.
• Performs related work as required.

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 for Community Services Block 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.

Qualifications

Qualifications (Education and Experience)

• Completion of an associate degree program from an accredited college or university, and three (3) years’ of administrative contract or grants administration and monitoring as appropriate to the job; or equivalent combination of training and experience determined to be acceptable.
• Must be a Philadelphia resident.
• Valid Pennsylvania Driver’s License.

Supervisory Responsibilities

None

Other Specialties, Certifications, Physical Requirements, and Work Conditions

• Regular, predictable attendance is required.
• This position operates in an office setting and routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
• Exertion of physical strength to lift, carry, push, pull, or otherwise move objects up to 10 pounds. Work involves sitting most of the time. Walking and standing is often necessary in carrying out job duties.
• Successful candidate must be a city of Philadelphia resident within six months of hire.

Additional Information

TO APPLY: Interested candidates must submit a cover letter, references and resume.

Salary Range: $55,000 - $60,000

Did you know?

• We are a Public Service Loan Forgiveness Program qualified employer
• 25% tuition discount program for City employees (and sometimes spouses and dependents as well) in partnership with area colleges and universities
• 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

_ *The successful candidate must be a city of Philadelphia resident within six months of hire_

_ Please note that effective September 1, 2021 the City of Philadelphia is requiring all new employees to present proof of vaccination against COVID-19._

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to faqpchr@phila.gov.

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx