Job Type

Full-time
Description
We're a dynamic legal non-profit committed to fighting injustice and advocating for social, economic, and racial equity by providing compassionate, holistic, and impactful legal services. Join our team, and together we can work towards a world where equity and justice are not a goal, but a given!
The Compliance and Project Specialist implements and upholds procedure and policies that meet regulatory, funder, and CLA SoCal standards. This position also coordinates project management for the department and organization. This position reports to the Director of Operations.
Responsibilities

• Collects and coordinates internal data with other departments to support departments and the organization.
• Interfaces with administrative departments, program units, and organizational databases to support departments and meet reporting and compliance requirements.
• Communicates policies, procedures, and systems to support departments and units regarding grant reporting, monitoring visits, and compliance requirements.

Reporting and invoicing

• Coordinates, prepares, reconciles, and submits accurate and timely grant invoices and reports. Works with interdepartmental team to ensure ongoing quality control. May pull and/or reconcile reports from applications such as CLA SoCal's case management database (LegalServer), PowerBI, Forms, and Excel. Identifies, documents, and communicates new metrics required for reporting and invoicing to grants team.
• Assists grants and finance teams with report and invoice development.
• Works with CLA SoCal staff and/or funders to troubleshoot technical problems, clarify requirements, and/or resolve reporting errors.

Monitoring

• Coordinates and supports all grant monitoring visits.
• Manages and prepares all documents for monitoring visits/desk monitoring including policies, finance files, reports, case files, flyers, posters, etc.
• Handles all funder communication pertaining to grant monitoring including follow up.

Compliance

• Helps design, develop, implement, and analyze effectiveness of grant compliance programs and processes.
• Reviews all draft and executed grant assurances, contracts and amendments, program letters, funder handbooks, and regulations for compliance and reporting requirements; documents policy changes and organizational obligations including, document retention, financial, program, data/technology, etc.
• Documents requirements in compliance logs and communicates requirements/changes to requirements to all affected departments.
• Trains employees on compliance guidelines, requirements, and standards.
• Monitors insurance deadlines and ensures funder compliance for required insurance certificates.
• Monitors and tracks charitable and business license registrations and deadlines and prepares required paperwork.
• Assists in updating organizational policies and maintains master policy list for all functions.
• Helps monitor existing and new legislation and regulations, ensures compliance with policies, and support necessary (shared) actions to make sure CLA SoCal complies with local, state, and federal legal requirements.

Maintains document repository

• Tracks and files MOUs, assurances, contracts, etc.
• Assists in documenting grants information.
• Maintains library of reporting, invoicing, and monitoring materials submitted to and received from funders, including reports and invoices, monitoring correspondence, and grant closeout documents.
• Maintains compliance logs.

Project management

• Enters and manages select approved organization wide projects in CLA SoCal's project management software.
• Creates detailed project plans including milestones, assigns project tasks, includes approved budgets, and monitors project performance for select approved organization-wide projects in CLA SoCal's project management software.
• Compiles and submits project status reports and performs quality control on the project from beginning to the end of the project.

Other duties as assigned

• Coordinates with Ops/IT on equipment inventory purchases and inventory maintenance.
• Handles annual federal SAM registration process and maintains all required organization registrations to support funding. Manages CLA SoCal's policy and procedures adoption and amendment processes. Ensures formatting, approvals, and distribution including SharePoint repository.
• Attends funder orientations, trainings, etc.
• Manages grant-related projects reporting, e.g. cards of necessity tracking and reporting.
• Tracks unit-specific funder-required trainings for attendance and certificates of completion.
• Works with a multicultural perspective of inclusion and diversity.
• Other duties as required to meet the needs of the business.

Requirements

• Bachelor's degree in accounting, Business or related field.
• 3-5 years of experience in related field; 1-3 years of experience as supervisor
• Knowledgeable regarding federal and state grant compliance, reimbursement systems, and reporting, including HIPAA, and performance improvement helpful.
• Detail-oriented with excellent organizational and administrative abilities; able to manage several projects at once.
• Strong decision-making and problem-solving skills.
• Working knowledge of compliance issues.
• Outstanding written and verbal communication abilities.
• Excellent time management skills with a proven ability to meet deadlines.
• Excellent statistical, analytical, research, and reporting skills.
• High ethical standards, ability to maintain confidentiality and a professional demeanor.
• Highly proficient with MS Office Suite including Word, Excel, Outlook, and experience with SharePoint; proficient with Adobe Acrobat.
• Familiarity with project management and related software.
• Ability to model the organization's values (compassion, collaboration, trust, accountability, and equity) in personal behavior and throughout administration processes.

Holistic Benefits
In addition to a collaborative team spirit and learning culture, Community Legal Aid SoCal (CLA SoCal) offers a comprehensive and competitive salary and benefits package that includes group health and life insurance with optional employee buy-in, long-term disability, and various optional benefits such as pet insurance. We offer a flexible and hybrid work schedule. Our staff members can work as few as 35-hour week. Some positions may work beyond a 35-hour week, including evening and weekend events, when caseload or other obligations so necessitate. Employees enjoy a work-life balance with 16 paid holidays a year, paid vacation, sick, and personal/well-being leave. Employee Assistance Program, Law School Loan Reimbursement Program, flexible parental leave, and 401k with employer contribution are available. Employees who can prove bilingual proficiency are eligible for a monetary bonus. We constantly look for opportunities to enhance our programs, reward our teammates, and update our benefits offerings regularly.
About CLA SoCal
Community Legal Aid SoCal (CLA SoCal) is a diverse non-profit organization dedicated to meeting the legal needs of low-income residents and seniors throughout Orange and Los Angeles Counties. We focus on removing barriers to equitable access and providing compassionate, high-quality legal aid. CLA SoCal aims to fill all positions with people who share our values and reflect the diversity of the communities we serve. We provide equal employment opportunities and strongly encourage all interested individuals to apply, including people of different abilities, religions, identities, orientations, nationalities, and ethnicities.
Please note research suggests that individuals identifying as Black, Latinx, Asian, Pacific Islander, Indigenous, members of the LGBTQIA community, women, and people living with disabilities may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills to thrive at CLA SoCal to apply for this role.