Grants Compliance Monitor - City of Philadelphia

A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact.

As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.

What we offer

• Impact - The work you do here matters to millions. 
• Growth - Philadelphia is growing, why not grow with it? 
• Diversity & Inclusion - Find a career in a place where everyone belongs.
• Benefits - We care about your well-being.

Agency Description

The Office of Community Empowerment and Opportunity (CEO) provides leadership on issues of economic justice by advancing racial equity and inclusive growth to ensure that all Philadelphians share in the city’s prosperous future and by alleviating the immediate impact of poverty on individuals, families and communities.  CEO is Philadelphia’s Community Action Agency (CAA); CAAs are private or public agencies created by the 1964 Economic Opportunity Act and federally designated to receive Community Services Block Grant (CSBG) funding.

Guiding Principles (We believe…)

• The people of Philadelphia deserve the opportunity to live happy, healthy, full lives. 
• City Government should both recognize its culpability in creating and sustaining inequity and aspire to its responsibility to provide opportunities, represent the best interests, and promote the well-being of all residents. 
• People can offer meaningful insights into both personal experiences and how systems around them function. 
• Poverty is a deliberately created systemic issue and city government can lead in calling for justice and dismantling the barriers that often prevent opportunities. 

Values (How we work)

• Dignity: We actively respect our individual colleagues and people in the community.
• Inclusivity: Our work is more beneficial, valuable, and valid when our full range of experiences, knowledge, and skills can contribute.
• Persistence: We recognize the challenges inherent in this work, and when we get discouraged, we find ways to be resilient, lift each other up, and push forward.
• Accountability: We are transparent and honest about our plans, our actions, and our results.
• Honesty: We create a space to have healthy, honest dialogues about systems, people, and misconceptions and then communicate truthfully.

The Grants Compliance Monitor is a key staff position for the Office of Community Empowerment and Opportunity (CEO) responsible for monitoring CEO’s subcontract agreements. 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 supports, employment training and services, housing assistance, youth educational support services, and community outreach activities. The Grants Compliance Monitor is responsible for 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. 

Essential Functions

• Manages 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. 
• 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. 
• 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 tracking system of contracting and monitoring activities.  
• Other duties as assigned

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 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 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;
• Experience in monitoring client level programs preferred;
• Or equivalent combination of training and experience determined to be acceptable.
• Valid Pennsylvania Driver’s License.  

Supervisory Responsibilities

None

Other Specialties, Certifications, Physical Requirements, and Work Conditions

• Regular, predictable attendance is required
• Successful candidate must be a city of Philadelphia resident within six months of hire

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

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

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: 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.
• Parental Benefits: The City offers its employees 6 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
• Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Unlock Tuition Discounts and Scholarships - 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!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

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

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that  are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

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