Contract Compliance Specialist

Overview

PROGRAM DESCRIPTION:

Catholic Community Services operates Bertha’s Place and Bertha’s Place Too shelters in Clark County, Washington.  These shelters serve the most vulnerable individuals who are experiencing homelessness in Clark County.

POSITION DESCRIPTION:

The Contract Compliance Specialist will be responsible for ensuring all program compliance in accordance to the Clark County funding contract guidelines ($5.28 million in grant funding), the Vancouver Housing Authority Lease and the Columbia River Mental Health Services Commercial Lease and any other contracts, leases or agreements. This position will also be responsible for data quality and accuracy for the Homeless Management Information System (HMIS), Coordinated Entry (CE) and all other local, state, county and federal reporting requirements.  This position will be responsible for data quality for Case Management and will lead in the implementation and training for new Case Management software.  This position will be responsible for interacting with staff located in two (2) different offices in Clark County as well as agency departments in Tacoma including Accounting, Human Resources, and Administration. This position may be called upon to assist with compliance related work in other programs as needed.

This position is 20 hours/wk.  Starting hourly rate $22.97- $25.84

Part-time benefits and PTO available

Responsibilities

Audit and Monitoring Management and Reporting:

• Develop and implement an internal file audit plan
• Conduct monthly, quarterly and annual internal client file audits.
• Maintain 95% audit accuracy
• Responsible for follow up on internal file audit deficiency corrections in two locations
• Along with the Program Manager, develop contract monitoring preparation plan and assist with implantation to ensure all monitoring and audits evaluations are passed with no significant findings.
• Continually monitor contracts, leases, CCS policy updates and regulations for updated contract compliance requirements
• Update and train staff on any new compliance requirements
• Takes the lead on all contractual/lease reports to make sure that all necessary information is being tracked for the reports and then works with the Operations Team, Supervisors Program Management and CCS Accounting to complete and submit all reports in a timely manner.

Fiscal Records Management

• Monitor and track all supportive service fiscal spending to ensure minimum draw down percentage milestones are met and rental assistance money is spent on pace to meet the budget and in accordance with the contract.
• Create and maintain updated list of ineligible activities allowed and unallowable costs per the contract
• Responsible for ensuring client eligibility for rental assistance, including ensuring all supporting documentation is obtained and maintained throughout enrollment

Eligibility and Operations Management:

• Using the Clark County funding contract and any other applicable contracts and leases, develop and implement a process to ensure all eligibility documents are received for all clients:
• Individual eligibility
• Household eligibility
• Income eligibility
• Housing status eligibility
• Recertification of eligibility
• Develop and maintain vendor relationships and required documentation including W-9’s, property management agreements, rent reasonableness checklists, bus ticket logs, and other such required paperwork in coordination with the Operations team.
• Responsible for distribution and follow up on all Participate Satisfaction Surveys, tracking grievances, and tracking all information required for required reports.

Training Management:

• Develop and implement a required annual training program schedule for around 30 staff on file monitoring and data quality, intake procedures, and other required trainings via one-on-one, group classes, webinars, and any other technology available
• Track all staff’s training completion to ensure compliance with required trainings
• Track all policy and training updates
• Develop a plan to ensure all updated policies are implemented and staff is trained in the changes.
• Maintain updated training records for all staff
• Conduct quarterly internal audits to ensure compliance with all contact required trainings
• Develop policies and methods to streamline contract and data quality compliance using available technology and distribute to the team across two sites.

HMIS Management:

• Ensure all data maintained in the Homeless Management Information System is updated and accurate.
• Responsible for developing customized reports for management and staff to ensure contract compliance. 
• Develop electronic file monitoring worksheets for every client file to be used as a tool for internal audits
• Run monthly reports to ensure all data complies with contact requirements
• Pull, analyze and submit data into monthly repository per contract requirements for Federal, State, County and Local government contract requirements

Qualifications

 Preferred Qualifications