Compliance and Planning Coordinator

Job Description

The City of Raleigh is seeking a Community Development Coordinator to work in the Community and Small Business Development Division (CSBD) of the Housing and Neighborhoods Department. This individual will be a key member of the Compliance and Planning team and will provide administrative support to team members and manage various projects independently. The Coordinator will work under the direction of the Compliance and Planning Supervisor and complete activities that support team operations.

Under the direction of the Compliance and Planning Supervisor, the Coordinator will provide administrative support for Compliance and Planning team projects by scheduling meetings, taking meeting notes, creating project work plan documents, coordinating with project stakeholders, responding to project inquiries, and creating project reports. The Coordinator will draft Request for Proposal (RFP) documents for vendor solicitations, receive and maintain proposal documents, serve on proposal review panels, communicate contract awards, draft and manage contracts, and process contractor invoices. The Coordinator will complete federal monitoring activities for federally funded (HOME) rental development projects, which includes scheduling and executing monitoring visits, conducting file reviews, coordinating property inspections, reporting monitoring results to property managers, remediating monitoring findings, and documenting the close of monitoring activities. The Coordinator will update policy and procedure manuals for federal compliance items, such as Environmental Review, Section 3, and Federal Labor Standards. The Coordinator will complete other duties as assigned.

The ideal candidate will have professional experience and interest in the following areas:

• Experience working with HUD grant programs (HOME, CDBG, ESG) and knowledge about complying with federal grant regulations
• Providing administrative support that includes preparing meeting agendas, attending meetings and preparing notes, coordinating schedules and calendars, and monitoring budget-related expenses
• Preparing project performance reports, including financial summaries, accomplishments, and project narrative information
• Developing, managing, and maintaining data reporting systems to provide accurate project reports
• Providing customer support by responding to internal and external inquiries and information requests
• Developing office procedures and recommending process improvements
• Storing and maintaining project files in accordance with established policies and procedures
• Performing record audits and procedural audits
• Managing contracts and grant agreements

About Us:
The Housing and Neighborhoods Department is committed to improving and maintaining the quality of life and environment for all Raleigh citizens through a variety of programs and activities throughout the city. The Department receives federal funds from HUD, delivers programs to create affordable housing, and delivers services that benefit low- to moderate-income persons. The Department enforces codes to ensure safe and decent housing and carries out neighborhood revitalization and community engagement activities.

Duties and Responsibilities

• Prepares RFP documents, responds to proposer inquiries, evaluates proposals, communicates contract awards, and prepares contract documents for execution
• Manages contracts awarded to vendors/grant recipients and creates performance reports on contract spending and activities
• Coordinates compliance monitoring visits and completes file reviews for HOME-funded rental development projects
• Stores, maintains, and audits program documents for federally funded projects
• Enters project narratives, milestones, and schedules into Microsoft Planner
• Provides support for meetings and activities of the Fair Housing Hearing Board and Human Relations Commission Grant Committee
• Supports the grant solicitation and evaluation processes for the Community Enhancement Grant and Human Services Agency Grant
• Supports the preparation of federal planning documents and reports
• Conducts research on federal compliance items using the HUD Exchange website, Code of Federal Regulations, and other resources
• Creates and maintains policy and procedure manuals for federal compliance items
• Responds to requests from internal and external stakeholders via phone and emails
• Completes activities that support compliance with federal cross-cutting requirements (i.e., Environmental Review, Section 3, and Davis-Bacon Act)
• Schedules meetings, prepares meeting agendas, and takes meeting notes

Typical Qualifications

Education and Experience:
Associate Degree in business administration, accounting or directly related field and three years of experience with program coordination and logistics

OR

An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above, unless otherwise subject to any other requirements set forth in law or regulation.

Preferred Qualifications:

• Experience with U.S. Department of Housing and Urban Development (HUD) programs and requirements, including HOME and CDBG
• Certified Records Analyst (CRA) certification from the Institute of Certified Records Managers (ICRM)
• Experience managing contracts through their entire lifecycle by tracking milestones, monitoring contractor performance, and addressing any issues with contractors

Additional Information

Knowledge, Skills, and Abilities:

• Use interpersonal skills to establish and maintain effective working relationships with internal and external stakeholders
• Create work plans and schedules to complete work assignments
• Use time management skills to execute work assignments by set deadlines
• Effectively communicate information verbally and in writing
• Perform online research on federal regulations and compliance items
• Use a computer and Microsoft Office Suite programs
• Compose and edit basic original documents, including reports and email correspondences
• Proofread and correct errors in documents
• Knowledge of customer service principles and practices
• Complete business math computations
• Conduct record audits and procedural audits on federally funded projects

ADA and Other Requirements:
Positions in this class typically require: standing, walking, fingering, talking, hearing, seeing, and repetitive motions.

Sedentary Work:
Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Working Conditions:
Work is performed in both the field and in an indoor office environment with moderate exposure to extreme temperatures and travel.

Note:
This job classification description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and Fair Labor Standards Act (FLSA) designation may vary based on the specific tasks assigned to the position.