Grant Compliance Coordinator
Catholic Charities - Yakima, WA

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DESCRIPTION

The Grant Compliance Coordinator will be responsible for working with the Parents as Teachers Program Manager to implement systems necessary to ensure contract compliance, including compiling fiscal reporting information, collecting required statistical data and transmitting to PAT funders.

This position will provide administrative assistance to the PAT Program Manager and program support to the PAT staff as determined by the PAT Program Manager.

DUTIES

I. Grant Compliance Responsibilities

A. Work with the Program Manger to approve and submit all fiscal reporting data to the Catholic Charities finance office monthly and quarterly according to contractual requirements.

Tasks:
1. Advise Program Manager regarding allowable expenses for the PAT federal and non-federal contracts.
2. Compile and forward all payables weekly to the Catholic Charities finance office.
3. Prepare quarterly or other federal fiscal expense reports required for the contract.
4. Forward all approved time sheets/records to Catholic Charities monthly.
5. Track the direct assistance to PAT families and ensure all receipts are collected and approved.
6. Track grant spend down according to budgeted categories.
7. Monitor monthly RU reports and bring coding errors and fiscal questions to the Program Manager's attention.
8. Review coding on time sheets prior to monthly submission.

II. Administrative Responsibilities for the Parents as Teachers Program

A. Provide clerical and administrative support.

Tasks:
1. Assists Program Manager in all aspects of PAT program administration.
2. Compiles statistics for designated programmatic and fiscal reports.
3. Assists with correspondence and communication by composing letters and other correspondences.
4. Gathers timesheets and relevant H.R. forms for processing and review.
5. Assists Program Manager with staff assignments and schedules.
6. Handles incoming calls and inquiries in Program Manager's absence.

B. Program Support Responsibilities

Tasks:
1. Produces PAT newsletter.
2. Develops and maintains newsletter distribution list.
3. Oversees mass mailings.
4. Assists with staff communications including logging calls as necessary, relaying calls, emails and messages and keeping staff in the field well informed.
5. Coordinates staff trainings.
6. Provides information to designee for ordering program supplies.
7. Assists in preparing materials for the PAT parent groups.
8. Assists in data input as requested.
9. Assists other PAT staff as appropriate and requested.
10. Other duties as assigned.

C. Performs other duties as assigned that support and promote the mission of CFCS.

Tasks:
1. Actively participates in supervision and employee evaluation process.
2. Participates in agency-wide activities.

QUALIFICATIONS

The following requirements are those that are normally required for the performance of a Grant Compliance Coordinator. Any disabled applicant who does not meet one or more of the requirements, but who can perform the essential functions of the job (with or without reasonable accommodations) shall be deemed to meet these requirements.

PHYSICAL REQUIREMENTS: This position normally requires the physical demands of standing, walking, bending, lifting, keyboard fingering or performing other work requiring low physical exertion, talking, and hearing on a regular basis to perform the job requirement. These physical demands are required up to 90% of the time.

NON-PHYSICAL REQUIREMENTS:
1. Education: BA/BS relating to the requirements of this position or comparable related experience

2. Experience: Minimum of two years successful experience in grant compliance and fiscal or program management

3. Special Skills:
  • Excellent computer skills
  • Solid knowledge of Microsoft Office Suite, particularly Excel and Power Point
  • Strong oral and written communication and interpersonal skills
  • Strong problem solving skills
  • Ability to work with people of diverse backgrounds
  • Ability to prioritize and manage multiple tasks
  • Ability to work within a team setting
  • High attention to detail and timely follow-through with deliverables
4. Licenses, Registration, or Certification: Valid Washington State driver's license and proof of required minimum liability insurance. I. Grant Compliance Responsibilities

A. Work with the Program Manger to approve and submit all fiscal reporting data to the Catholic Charities finance office monthly and quarterly according to contractual requirements.

Tasks:
1. Advise Program Manager regarding allowable expenses for the PAT federal and non-federal contracts.
2. Compile and forward all payables weekly to the Catholic Charities finance office.
3. Prepare quarterly or other federal fiscal expense reports required for the contract.
4. Forward all approved time sheets/records to Catholic Charities monthly.
5. Track the direct assistance to PAT families and ensure all receipts are collected and approved.
6. Track grant spend down according to budgeted categories.
7. Monitor monthly RU reports and bring coding errors and fiscal questions to the Program Manager's attention.
8. Review coding on time sheets prior to monthly submission.

II. Administrative Responsibilities for the Parents as Teachers Program

A. Provide clerical and administrative support.

Tasks:
1. Assists Program Manager in all aspects of PAT program administration.
2. Compiles statistics for designated programmatic and fiscal reports.
3. Assists with correspondence and communication by composing letters and other correspondences.
4. Gathers timesheets and relevant H.R. forms for processing and review.
5. Assists Program Manager with staff assignments and schedules.
6. Handles incoming calls and inquiries in Program Manager's absence.

B. Program Support Responsibilities

Tasks:
1. Produces PAT newsletter.
2. Develops and maintains newsletter distribution list.
3. Oversees mass mailings.
4. Assists with staff communications including logging calls as necessary, relaying calls, emails and messages and keeping staff in the field well informed.
5. Coordinates staff trainings.
6. Provides information to designee for ordering program supplies.
7. Assists in preparing materials for the PAT parent groups.
8. Assists in data input as requested.
9. Assists other PAT staff as appropriate and requested.
10. Other duties as assigned.

C. Performs other duties as assigned that support and promote the mission of CFCS.

Tasks:
1. Actively participates in supervision and employee evaluation process.
2. Participates in agency-wide activities.

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