COMMUNITY SERVICES DEPARTMENT - GRANT & CONTRACT COMPLIANCE SPECIALIST

Acceptable Experience and Education

Bachelor’s degree in public administration, business administration, finance or a related field and two (2) years’ experience in program, grant and/or contract administration and compliance is required.  Government or non-profit experience preferred.  

Or any other equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Certificates and Licenses Required

Must have or obtain by date of hire a valid driver's license applicable to job responsibilities, with a driving record acceptable to the County of El Paso.

Essential Duties:   

Oversees, monitors, researches, and manages the administration of grant and other funding, programs and resources to ensure compliance with terms, guidelines, and applicable regulations of related programs; monitors assigned general fund, grant fund programs and grant applications or service contracts for compliance;

Provides County leaders and personnel with information regarding funding needs that can be met through third party funding resources;

Researches federal, state, and local government resources as well as private foundation grant offerings to identify those requests for proposals that can support programs and activities;  

Analyzes grant opportunities for value and makes recommendation based on the analysis;

Develops, writes, and edits grant proposals that support programs and activities; 

Develops and maintains systems to track grant and related programs and funding status; researches and collects applicable data, documentation, and statistics required to support grant applications, recordkeeping, and reporting requirements;

Coordinates and monitors grant and program policy, contract, and program development, data collection and analysis, and facilitation of jurisdictional coordination; reviews grant and program financial requirements and accounting information to monitor and maintain fiscal compliance requirements;

Reviews and provides information and assistance to sub-grantees, program divisions and others on contract or grant fund programs rules and regulations, policies and procedures; discusses funding needs with staff, sub-grantees, agencies to determine feasibility of grant-funded assistance and to ensure compliance with contract/grant terms; develops goals and objectives for funding departmental programs and activities and identifies staffing, equipment, facility and other related program needs to support strategic efforts;

Ensures quality information management through regular maintenance of grant files, reporting calendars, timely submission and updating of internal documentation and coordination, and preparation of documents and files for internal and external audits;

Assists in preparing, reviewing and modifying memoranda of understanding and grant agreements for grants awarded; 

Serves as liaison between the County and funding agencies and service providers; provides assistance in resolving issues and conflicts with agencies and providers to facilitate positive relations and continued funding opportunities;

Monitors compliance of various grants and programs to assure continued funding assistance for projects; receives and documents issues and reports to appropriate staff for timely resolution; gathers statistical data and other information and prepares and presents various special and recurring reports to ensure effective, accurate, and timely communication of information;

Coordinates and works with staff to establish goals in accordance with requirements of applicable funding sources and regulations; coordinates with other regulatory agencies as needed to meet program requirements; 

Participates in the review of various documents, coordinates with Purchasing staff, and communicates with internal staff, agency staff and sub-grantees to ensure that opportunities are communicated and bid notices and requests for proposals are available in a timely manner; 

Coordinates and participates in relevant meetings; monitors legislative matters to keep informed of issues that may affect program regulations, funding, and grant programs to report on areas, or issues of concern; responds to requests for information and provides information as authorized to assist staff, other agencies, and the public within scope of authority;

Researches and recommends policies and procedures relating to applicable regulations, programs, grant application and administration to ensure compliance; develops, organizes, and conducts grant training for employees responsible for grant applications and administration to ensure consistent and accurate information is communicated and tracked;

Maintains a grant funding resource database to help County employees plan and prepare for funding opportunities;  

Reviews, analyzes, examines and monitors financial records of sub-grantees and department divisions that have been granted funds from federal, state or local funded grant programs. Establishes appropriations and financial accounts for funds within the department’s accounting and reporting system;

Reviews revenue, expenditures and balances for all grant fund accounts or service contracts; analyzes expenditures to ensure transactions are accurate and appropriate; examines purchase requests; maintains, reviews and monitors financial records and processes requests for fund payments; and participates in annual close out and transfer of funds in compliance with regulations;

Implements, analyzes and maintains cost effective procurement options; Researches procurement options for products and services; monitors purchase orders; and recommends additional procurement methods;

May assist in preparing requests for proposals for contracted services; Attends pre-bid conferences to answer questions on program requirements; evaluates proposals and makes recommendations; prepares contracts with service providers and vendors; approves contract payments; and monitors contractor performance and compliance with contract specifications; 

Assists in the development of general fund or grant fund budgets; and participates in the development/coordination of grant applications; ensures grants and contract budgets align with institutional budgets and forecasts;

Conducts site visits to audit sub-grantee or contractor compliance with contract requirements and/or upon contract completion; analyzes operations; presents findings; reports any discrepancies; and makes recommendations and prepares performance reports of completed program for corrective action if necessary; 

Alerts internal staff to any required reports to public funders and assists with development and submission of such reports; 

Prepares and submits monthly, quarterly and end of year reports to funding agencies as a condition of funding;

Prepares and submits budget amendments as needed to ensure monies are spent on a timely manner;

Coordinates and prepares a variety of county, state and federal financial reports on funds; and ensures all documents are filed in a timely manner;

Performs other related duties as required; 

Adheres to assigned work schedule as outlined in the Department and County attendance policies and procedures; ensures all behaviors comply with the County’s Conduct Policies;

Maintains a positive, welcoming attitude and outstanding internal/external customer service skills, including handling difficult issues with sensitivity; Maintains the ability to conduct oneself in a professional manner at all times and to communicate effectively and appropriately with a variety of people from many cultures and diverse backgrounds; 

Maintains a high degree of flexibility and performs other related duties as required;

Maintains a high level of honesty, integrity and ethics both on and off duty, complying with all county and department policies; 

Maintains a positive team atmosphere and works well with others; participates in team building exercises and nurtures positive relationships with colleagues and coworkers;

Attends and participates in meetings, trainings, orientations and information sessions; 

Stays abreast of new trends and innovations in the field;

Substitutes, if assigned, for coworkers during temporary absences by performing delegated duties sufficient to maintain continuity of normal operations; 

Commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts; and

Creates a high quality work culture through participation in and emphasis on training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety related training and skills.

Other Important Duties*

Performs other duties as assigned.

Travels as assigned.

As members of the County of El Paso Emergency Response System, all El Paso County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to train on emergency response and/or perform certain emergency services at the direction of their supervisor. 

Summary of Position

The Grant and Contract Compliance Specialist works under minimal supervision, and performs a variety of duties in researching, identifying, and writing of grant proposals as well as administering and monitoring provider service contracts for state, federal and local funded programs. The Grant and Contract Compliance Specialist ensures services provided and funds expended are in compliance with contract or grant fund specifications; and performs a variety of administrative and technical tasks in support of assigned area of responsibility. Incumbent may work at a variety of locations. 

Salary : $61,429