Programs Coordinator

SUMMARY The Programs Coordinator coordinates administers and monitors projects funded through federal, state, and county programs for housing and community development. Primarily assists in managing grant agreements and contracts, monitoring projects, and reporting to ensure compliance with program regulations and County policy. ESSENTIAL DUTIES AND RESPONSIBILITIES Review and process requests for payments timely in accordance with policies and procedures, standard business practices, subcontract terms, and Federal regulations with a high level of accuracy, ensuring auditable, verifiable records (physical and electronic). Functions as a liaison between the County and participating municipalities and nonprofit organizations receiving federal, state, and local grant program funds through the County. Promotes positive working relationships evidenced through feedback, attendance at meetings, and contributions to problem solving and conflict resolution. Reviews project applications for funding in support of a variety of community development and housing activities to ensure Federal regulations and County program policies are met. Completes project application reviews on time and accurately. Contributes to funding decision process by providing feedback on applications. Assists with the development of the Consolidated Plan, Annual Action Plans, Consolidated Annual Performance and Evaluation Report, Annual Homeless Assessment Report, Point in Time Count, CoC Collaborative Application and other required federal, state, and local reports or grants. Monitoring of program activities including on-site visits, service verification, incident management, review of licensing results, SAMS verification, satisfaction surveys, data reporting and analysis, outcomes development and monitoring, grant monitoring, Vendor Continuous Quality Improvement (CQI), and Performance Based Metrics. Monitors and processes financial and other file documentation related to project implementation for the Federal (HUD) Grant Programs and for other funding programs as necessary. Responds promptly and accurately to questions and/or problems regarding invoicing, and recordkeeping as well as tracking of budgets and services from providers, and monitoring compliance with contract stipulations. Assists with fiscal responsibilities and tasks which includes accurate entry of invoices into the County's financial system and the Federal financial management and information system. Utilizes Homeless Management Information System (HMIS), Dynamics 365, Integrated Disbursement and Information System (IDIS), SharePoint and other systems for various duties. Responsible, along with other staff, for program compliance with federal environmental, procurement, and labor and prevailing wage regulations governing funded activities. Maintains current knowledge of grant regulations, policy, and procedure through training and continual learning. Demonstrates continuing understanding of housing and community development needs and trends and integrates with departmental philosophy. File management: Ensure records are maintained adequately in both physical and electronic files, ensuring retention of auditable and verifiable records Coordinates and communicates with staff members of other County departments, as necessary, to carry out the duties and responsibilities of the position. Perform general administrative duties, assist with special projects, and support audit requests as requested. Contribution to overall agency function by maintaining a supportive teamwork role with agency staff. Maintains supportive team role with coworkers. Accepts professional responsibilities of position. Must possess initiative, be attentive to detail, and able to follow complex processes. Performs new, additional, or unfamiliar responsibilities as necessary and assigned. QUALIFICATION REQUIREMENTS o perform this job succe sfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Bachelor's degree or higher; May substitute 7+years of relevant experience for degree. 3-5 years experience with federal or state grant programs. 3-5 years experience in housing &community development or related field preferred. 3-5 years experience in accounting, bookkeeping and/or accounts payable Ability to communicate federal and state policy and regulation; as well as OHCD policy and procedure. Ability to communicate effectively both verbally and in writing. Ability to collaborate with other HHS departments, vendors and professionals and communicate OHCD practice. Ability to analyze data to evaluate effectiveness related to ongoing and new programs or programs that may require grant application or special funding. Excellentanalytical skills. Ability to monitot outcomes and budgets utilizing basic accounting principles. Ability to resolve service and funding issues with staff, vendors and other HHS partners. Ability to develop written agency policy, contracts and sub-recipient agreements. Ability to conduct audits andon-site monitoring visits. Proficiency with Microsoft Excel, Word, Outlook, and Internet. Ability to work independently with little or no supervision. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to: Sit, stand, walk, stoop or kneel and climb stairs; Talk, hear and see to access and communicate; Use hands to handle or feel objects, tools or control and reach with hands or arms; Conduct site visits within the County; Have scheduling flexibility to work before or after regular work hours, including occasional evenings; Complete required documentation of Programs Coordinator duties; Lift approximately 25 pounds. EQUIPMENT NEEDED: Must have automobile in good working condition with Pennsylvania driver's license and adequate insurance coverage. WORK ENVIRONMENT:The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function. The noise level in the work environment is usually moderate.

Created: 2024-11-02