Manager management compliance
Los Angeles Homeless Services Authority
Location
Los Angeles, CA | United States
Job description
The Los Angeles Homeless Services Authority (LAHSA)seeks motivated professionals who want to use their talents and skills to make a difference. Our 750+ FTE staff are adaptive problem solvers and passionate about enriching people’s lives. If you are mission-driven, dedicated to superior service and support, can diligently work independently and in a collaborative environment, join our team. LAHSA is leading the fight to end homelessness in LA County. Here, not only would your work have a real impact on the community, but we also offer a comprehensive and competitive benefits package.
Created in 1993, LAHSA is a joint powers authority of the city and county of Los Angeles. As the lead agency in the HUD-funded Los Angeles Continuum of Care, we coordinate and manage over $800 million annually in federal, state, county, and city funds for programs providing shelter, housing, and services to people experiencing homelessness.
Under the direction of the Associate Director, Grants Management & Compliance, this position will serve as a senior member of the Grants Management Team and is responsible for managing the daily operations of the Unit. Areas of responsibility include ensuring that LAHSA and its sub-recipients are compliant with the contractual, statutory, financial reporting, and other requirements associated with LAHSA’s various Funder and Grant Agreements, as well as Active Contract and Grants Management tasks, the timely creation, coding, and submission of reimbursement payments to LAHSA Funders, the recapture of Advances (or other unspent contracted funds) from LAHSA Sub-recipients to repay LAHSA Funders, the timely processing of funding requests for sub-recipient and subcontractor contracts, financial reporting, and technical assistance. This position is also responsible for directly managing the day-to-day tasks and workflow of the staff that report to the Grants Management Unit.
Essential Job Functions
- Supervise and mentor staff, to ensure timely, appropriate, efficient, and effective completion of their tasks and capacity building where needed.
- Prioritize the goals and workload of the GMC by delegating assignments to subordinates and contributing to tasks as needed.
- Evaluate and review existing policies and procedures related to advances, unspent funds, and recoupment and to recommend changes as needed.
- Support maintenance and accuracy of various databases used by the Grants Management and Compliance Department, including MIP, the Homeless Management Information System, EGMS and Microix.
- Serve as a primary contact for LAHSA funded Service Providers regarding the recapture and reprogramming of funds, budgets, budget modifications, and cash requests.
- Manage the sub-recipient invoice process to ensure compliance with LAHSA requirements regarding fiscal management.
- Review sub-recipient funding requests for proper expenditure coding amongst contracts, account codes, program types, funding sources, SPA (Service Planning Areas), target population, and allocation amongst expenditure cost categories, among other variables.
- Conduct annual site visits, become familiar with various funder objective and allowable cost. Analyze risk assessment and determine applicable monitoring modality.
- Manage the closeout procedures for LAHSA grants to ensure that all eligible expenditures have been reimbursed, all cash has been requested and received in a timely manner, and that all saving have been identified and reported to the grantors.
- Support policies and procedures to ensure fidelity of practice amongst direct reports. Communicate GMC standard work, and support onboarding of Sr Grants/ Grants Specialist and Monitoring coordinators.
- Monitoring & Compliance Unit personnel responsible for identifying, monitoring, and analyzing contract adherence. Ensure alignment with scope of required service (SRS).
- Establish, implement, and maintain improved internal controls and accounting procedures for LAHSA.
- Prepare and maintain SP (Service Provider) records for pass-through programs, and examine, analyze, and interpret accounting records, as necessary.
- Provide and/or supervise technical assistance training provided to both sub-recipient and LAHSA staff.
- Supervise and/or contribute to the review and approval of all financial sections of Contracts and Grants, RFPs (request for proposal), for LAHSA sub-recipients and subcontractors.
- Assist auditors with financial audits or reviews of LAHSA or its administration of various funding sources and grants.
- Assume other responsibilities as directed to by the CFAO (Chief Financial & Administrative Officer), DCFAO, Director of Grants Management and Compliance, and Associate Director, and support their functions when necessary.
- Performance Management/ KPI (Key performance indicators)
- Oversee the monitoring of grantee performance management, ensuring they are achieving the contractual goals for KPIs, slot allocation and financial spenddown.
- Grant disbursement efficiency: The Grants Manager will support contract initiation and allocation of advance funds to LAHSA Funded Service Providers within 14 days (about 2 weeks) of execution of contract.
- Timeliness of grant report submissions: GMC’s managers will submit spenddown grant reports bi-monthly and on time, ensuring that the organization meets its obligations to funders.
- Compliance audit findings: By Q2 of the fiscal year, Grants Manager will track the number and severity of compliance issues identified with grant during audits, indicating the manager's ability to proactively address and rectify potential compliance gaps before they escalate.
- Grant compliance rate: By examining the Risk assessment the manager's ability to ensure that all grants adhere to the regulations and guidelines set forth by the funder annually.
- Grant expenditure efficiency: Grants Manager will assess monthly how efficiently the SP expends and utilizes grant funds, demonstrating their ability to maximize the impact of grant dollars and ensure alignment with program goals.
Knowledge, Skills & Abilities
- Grants and Compliance management of both federal and non-federal funding sources; familiarity with contract administration (particularly “Active Contract Management”) is a plus.
- Familiarity with various homeless funding regulations, requirements, and procedures, including the HUD (Housing and Urban Development) CoC (Continuum of Care) Program, I DPSS (Department of Public Social Services), ESG (Emergency Solutions Grant), CES (Coordinated Entry System), Crisis and Interim Housing, Measure H Strategies, and the Homeless Initiative (HI), among others.
- Familiarity with various agencies and funding sources involved in the provision of funding and services to homeless populations that LAHSA works with.
- Understanding of GAAP, GASB, FASB, and 2.CFR.200 rules and regulations.
- Strong written and oral communication skills.
- Strong problem-solving skills and the ability to see the big picture.
- Strong quantitative data and financial analysis skills.
- LAHSA Homeless Program Types and Classifications.
- Team-based project management.
- Grants, contract and budget management, and maintenance.
- Knowledge of grants management life cycle.
- Knowledge of fund accounting software; knowledge of MIP and salesforce is a plus.
- Knowledge of requisition modules and procurement; familiarity with Microix or a similar program or software is a plus.
- Intermediate to Advanced proficiency in various computer software programs, especially those in the Microsoft Office series (Word, Excel, PowerPoint, Access, Outlook, Project, etc.).
- Organizational and strategic acumen, including prioritization ability.
- Proven work experience as a team leader, supervisor, or manager.
Training & Experience
- Proven professional experience and educational background.
Schedule - The Chief Executive Officer or designee may change the schedule of positions between remote, hybrid and onsite, as necessary to accomplish LAHSA's business needs.
Appointments are typically made between the minimum and the midpoint of the range, depending on factors such as experience, education, skills relevant to the role, and internal equity.
Applicants may make a reasonable accommodation request for this job by calling the Human Resources Department at (213) 683-3333; or via email at
[email protected].
We want to support all staff in reaching their personal and professional goals. Working for LAHSA has many benefits. Join our LAHSA team!
Medical Insurance
LAHSA pays a portion of the premiums for medical for all full-time employees and their dependents. Employees are responsible for the difference in the premiums through automatic bi-monthly payroll deductions.
Medical plans are administered through ADP Total Source. The following are enrollment options:
Medical
HMO/PPO: Kaiser Permanente, Aetna
Dental Insurance
LAHSA pays a portion of the premiums for selected dental benefits for all full-time employees and their dependents. Employees are responsible for the difference in the premiums through automatic bi-monthly payroll deductions.
Dental plans are administered through ADP Total Source. The following are enrollment options:
Dental
HMO/PPO: Guardian Dental
VSP Vision Plan
LAHSA offers this voluntary comprehensive vision plan to all full-time employees through ADP TotalSource. It includes yearly comprehensive exams, lenses, frames and contact lenses. All premiums are pre-taxed and paid 100% by the employee through automatic bi-monthly payroll deductions.
AFLAC Supplemental Insurance
LAHSA offers this voluntary supplemental insurance to all full-time employees. Plan options include personal accident, personal cancer indemnity, personal short-term disability, and personal life insurance plans. Most premiums are pre taxed and paid 100% by the employee through automatic bi-monthly payroll deductions.
ADP Flexible Spending Accounts
LAHSA offers employees this voluntary flexible spending account plan through ADP TotalSource. Employees may elect to participate in dependent care or health care expense accounts. All premiums are pre-taxed and paid 100% by the employee through automatic bimonthly payroll deductions.
Life Insurance
LAHSA pays 100% of the premium for $50,000 basic life insurance coverage through ADP.
Voluntary Group Life Insurance
LAHSA offers employees this voluntary group life insurance through Lincoln Financial. Employees may elect to participate in dependent care or health care expense accounts. All premiums are pre-taxed and paid 100% by the employee through automatic bimonthly payroll deductions.
Long Term Disability
LAHSA pays 100% of the premium for long term disability coverage through ADP.
Public Service Loan Forgiveness (PSLF) Program Eligibility
LAHSA is considered a government employer for the PSLF Program.
Pension Plan
LAHSA provides a 401A pension plan through Lincoln Financial. After 6 months of employment, employees are eligible for contributions of 5% of the employee’s salary with a qualification date of 500 hours or 6 months after the date of hire.
Deferred Compensation Plan
LAHSA provides a 457 Deferred Compensation plan through Lincoln Financial. Employees may elect to defer up to IRS maximum limit per year of their earned salary for income tax purposes.
Time Off Administrative Leave
Executive Director, chiefs, and directors receive five (5) days of admin leave each calendar year in addition to the time-off below.
Vacation
Vacation is earned according to each month of service commencing with the employee’s initial date of hire.
- Less than five (5) years of employment, eighty (80) hours per year.
- Five (5) to ten (10) years of employment, one hundred twenty (120) hours per year.
- More than ten (10) years of employment, the one hundred twenty (120) hour total shall be supplemented by one (1) workday of paid leave for each twelve (12) months greater than one hundred twenty (120) months of employment. This vacation accrual is capped at twenty (20) workdays per year
Maximum accrual of vacation leave is 200 hours.
Sick Leave Full-time employees accrue sick leave at a rate of 12 days per year. Maximum accrual of sick leave is 160 hours.
Paid Holidays All employees receive the following observed company holidays off:
New Year’s Day
Martin Luther King Jr. Day
President’s Day
Cesar Chavez Day
Memoria Day
Juneteenth
Independence DayLabor Day
Indigenous People’s Day
Veteran’s Day
Thanksgiving Day
Day After Thanksgiving
Christmas day
In addition to the above holidays, full-time regular employees who have completed their 1-year introductory period are entitled to two (2) “Floating Holidays” during the calendar year.
Updated 06/27/2023
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