Compliance Team Grant Manager (COM 3)

Full Job Description

Compliance Team Grant Manager (COM 3)
At the Department of Commerce, we’re reimagining what’s possible in government. We’re builders, thinkers, and change-makers, working at the intersection of innovation, community, and impact. From unlocking critical funding to fueling inclusive economic growth, we’re turning big ideas into real-world solutions that uplift people and places.

Our agency’s strength lies in the diversity of our workforce and the breadth of the lived experiences and perspectives employees bring to the work.

We believe equity is not just a value but a practice, which is reflected in how we design programs, engage communities, and deliver outcomes.

We foster a workplace culture where curiosity is encouraged, bold thinking is welcomed, and collaboration drives our impact.

This job is a commitment to reshape systems so they work better for everyone. If you’re ready to challenge the status quo and build meaningful connections, we want to meet you.

Let’s build what’s next, together.

The Housing Division (HD) partners with local governments, Tribes, housing authorities, nonprofits and other organizations to develop and preserve affordable housing, promote individual and family self-sufficiency, and reduce adult and youth homelessness.

This position works in the Homelessness Assistance Unit (HAU) within the HD and reports to the Compliance Team Supervisor and contributes to the unit objective of supporting a high functioning homeless crisis response system in each county through compliance grant management activities.

This position will work with the Consolidated Homeless Grant (CHG) program team and the Quality Assurance (QA) team in HAU to ensure compliance with state and agency contract terms and published program guidelines. The primary area of responsibility is ensuring that expenditures for all state-funded grants and contracts in HAU are for allowable costs through invoice back-up documentation review and fiscal monitoring.

If you enjoy routine and straightforward work on a small team that works closely with grantees and partners with other Commerce staff, we encourage you to apply!

Requirements

Review and approve invoice documentation per state and agency requirements.
Tasks include:
• Follow all state and agency requirements to ensure compliance and accountability when reviewing and approving grant and contract invoices for reimbursement.
• Establish and follow record keeping procedures for storing invoice documentation to meet internal control standards.
• Utilize contract terms, program guidelines, and tools developed by or in consultation with the HD Contract Compliance Supervisor to conduct all phases of invoice processing and back-up documentation review.
• Ensure grantees receive adequate training and instructions on invoice submission and documentation requirements so that grantees are in compliance with grant terms.
• Communicate timelines to grantees to ensure timely submissions. Respond promptly to grantee questions and provide technical assistance on submission deadlines and required forms.
• Contact grantees who have submitted incomplete documentation and provide support/training to ensure timely payment of invoices.
• Collaborate with CHG Program and Quality Assurance staff to examine discrepancies and ensure alignment between reported expenditures and approved budgets.
• Provide professional-level recommendations on grantee training opportunities to team and supervisor.

Conduct grantee fiscal monitoring for all state funded grants in alignment with state and agency requirements to ensure compliance and accountability.
Tasks include:
• Follow all state and agency requirements to ensure compliance and accountability when conducting fiscal monitoring.
• Utilize contract terms, program guidelines, and tools developed by or in consultation with the HD Contract Compliance Supervisor to conduct all phases of fiscal monitoring.
• Lead communication with counties on timelines for materials due and required follow-up and provide technical assistance on submission deadlines and required forms.
• Develop fiscal monitoring forms and instructions and provide training to grantees on how to complete required forms.
• Promptly follow up with grantees who submit incomplete documentation and proactively track all responses to ensure timely resolution.
• Ensure fiscal monitoring is completed during grant cycle so that program is in compliance with agency, division and unit requirements.
• Collaborate with program and quality assurance staff to investigate discrepancies and ensure alignment between reported expenditures and approved budgets.

Qualifications

Required Position Qualifications:
Any combination of seven (7) total years of experience. This could be gained through a combination of relevant education beyond high school equivalency and/or professional-level experience in grant and contract management and financial compliance.

Experience must include:
A minimum of three (3) years of professional-level experience must include at least three of the following areas:
• Ability to review financial documents and statements to ensure compliance with reimbursement requirements and conduct grant fiscal monitoring.
• Interpreting, writing, and applying detailed policies and procedures with strong attention to detail.
• Technical knowledge of contract documents, associated budgets and compliance with terms and conditions.
• Skilled in customer engagement, developing tools and providing technical assistance.
• Experience working across teams to share customer feedback, challenges and experiences and developing solutions.
• Familiarity with Commerce contracting and grant management systems and processes.

Lived experience with housing instability and/or experience navigating and receiving services from public systems such as homeless and housing services systems, foster care, the criminal legal system, or behavioral health system may substitute for two years of professional experience.

• What is lived experience? Lived experiences is relevant expertise derived from the accumulated personal life and professional experiences of an individual. Experience can be gained through life events, volunteer role/capacity, any experience gained outside of professional paid and unpaid experience, academic or a combination of experiences. The above-listed experience will demonstrate that a candidate possesses the necessary knowledge, skills, abilities, and competencies to successfully qualify for and perform the duties of the position.

Education involves study in accounting, business, grant management, completion of accredited compliance training and/or certification program or related field.

Examples of how to qualify:
• 7 years of experience
• 6 years of experience and one year of education
• 5 years of experience and two years of education
• 4 years of experience and three years of education
• 3 years of experience and four years of education
• 2 years of experience and five years of education
• 1 year of experience and six years of education

Preferred/Desired Qualifications:
• Demonstrated knowledge of state homeless funding, including specific knowledge about the state’s primary homeless crisis response system grants.
• Demonstrated knowledge of homeless housing best practices including Housing First principles, low barrier program access, trauma informed service delivery and coordinated entry into homeless systems.
• Knowledge of how equity issues impact the housing crisis and contribute to disproportionalities in the homeless population.
• Committed to continuous quality improvement on homeless housing program access and outcomes for people most impacted by homelessness.
• Knowledge of specific housing and fiscal data systems such as the Department of Commerce Contracts Management System (CMS).

Required Position Competencies:
• Ability to review financial documents and statements to ensure compliance with reimbursement requirements and conduct grant fiscal monitoring.
• Excellent communication skills include writing and presenting information to diverse audiences.
• Established ability to manage multiple, competing priorities and meet deadlines with high degree of accuracy.
• Strong emotional intelligence, adaptive, resilient, and regularly expects and receives feedback.
• Independent judgment and decision-making
• Excellent organizational and documentation skills.

To be considered for this position the following are needed:

• A complete and detailed online application.
• A cover letter (enter online).
• At least three professional references (enter online).

For questions about this recruitment, please contact our recruitment team via email: comrecruitment@commerce.wa.gov - please reference the job number in your message.

Additional Information

Work from Anywhere in Washington State
This position may be located anywhere within Washington State though occasional travel to a Commerce office building or in-state travel to attend events or meetings may be required. If selected, you will need to travel to pick up equipment and receive instruction. Many Commerce employees work remotely or have a hybrid schedule.

This recruitment may be used to fill future vacancies over the next 60 days.

Technical support is provided by NEOGOV, 855-524-5627 (can't log in, password or email issues, error messages). DES job seeker support may answer general questions regarding the recruiting system at careershelp@des.wa.gov.

Our Commitment to Equal Opportunity
The Washington State Department of Commerce is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application, testing, or interview process or this job announcement in an alternative format may email Human Resources at Human.Resources@commerce.wa.gov. Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.

Department of Commerce also offers a competitive benefits package including: medical and dental insurance benefits, retirement and deferred compensation plans, 11 paid holidays each year, 14-25 vacation days per year (depending on length of employment), 8 hours of sick leave per month (if full time employed), bereavement leave, an employee assistance program, as well as other benefits. Please see the Benefits Tab for more details.