Grants Monitoring Coordinator

OUR MISSION: Mid-Willamette Valley Community Action Agency invests in people and their futures to reduce the impacts of poverty.

Our Vision: We envision a just future, where our communities are empowered to

reach positive outcomes and everyone is respected for their infinite worth.

GENERAL DESCRIPTION

The Grants Monitoring Coordinator supports the post-award compliance and monitoring activities of the agency's external housing and sheltering fund sub-recipient grant program. Reporting to the Grants Administration Manager, this position assists with the implementation of sub-recipient monitoring plans, conducts desk reviews and on-site monitoring visits, documents concerns, tracks corrective action plan resolution, and provides technical assistance to sub-recipient organizations. The Grants Monitoring Coordinator plays a key role in ensuring sub-recipients operate in accordance with grant terms, funder requirements, State/Federal guidelines, and that the agency maintains audit-ready compliance documentation across its sub-recipient portfolio.

MINIMUM QUALIFICATIONS The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE

• Associate's Degree in Accounting, Finance, Business, Public Administration, or related field strongly preferred.

• Two years of grants administration, accounting, or financial program compliance experience required.

• One year experience conducting program or financial monitoring, site visits, or compliance reviews preferred.

• Experience with housing, sheltering, or homelessness-related programs strongly preferred.

• Equivalent combination of education and experience will be considered.

CERTIFICATES, LICENSES, REGISTRATIONS

• Driver qualifications are required for this position. Valid driver license, insured vehicle available for use on the job, and a satisfactory drive record for the previous three years are required.

• Candidate must pass a comprehensive MWVCAA background screening prior to employment.

• Candidate must pass pre-employment and random drug screenings.

• CPR/AED and First Aid Certification required within first 30 days of hire.

KNOWLEDGE, SKILLS, AND ABILITIES

• Working knowledge of state and federal grant compliance as well as grant sub-recipient monitoring standards; ability to interpret grant agreements, sub-award terms, and funder requirements.

• Proficiency in financial record-keeping, invoice preparation, expenditure tracking, and reimbursement processing; strong attention to detail and accuracy.

• Experience applying monitoring frameworks, conducting file or desk reviews, and documenting findings and corrective actions.

• Proficiency in Microsoft Office (including Teams and Outlook), database software, and reporting platforms; familiarity with HMIS preferred.

• Strong organizational and time management skills; ability to manage multiple tasks and competing deadlines with consistent follow-through.

• Strong analytical, organizational, and technical documentation skills; ability to assess compliance risk and provide written reports and document concerns clearly and professionally.

• Effective written and oral communication skills; ability to work cooperatively with sub-recipients, program staff, and finance team members and to provide technical assistance, and training to diverse audiences across multiple concurrent priorities.

ESSENTIAL DUTIES AND RESPONSIBILITIES This job description is not intended to be all-inclusive. Employee will also perform other reasonably related business duties as assigned by immediate supervisor and other management as required.

• Assist the Grants Administration Manager in implementing the sub-recipient monitoring plan, including scheduling and coordinating desk reviews and on-site monitoring visits in accordance with State, Federal, and Agency policy.

• Conduct pre-monitoring preparation, including reviewing sub-award agreements, prior monitoring reports, financial records, and risk assessment materials to identify focus areas for each review.

• Conduct desk reviews of sub-recipient financial reports, programmatic documentation, internal controls, and funder deliverables; assess compliance with grant terms, agency requirements, and applicable regulations.

• Conduct on-site monitoring visits to sub-recipient organizations; review files, interview staff, observe program operations, and assess alignment with grant requirements and performance expectations.

• Document monitoring concerns clearly and accurately; prepare written monitoring reports summarizing observations, concerns, and required corrective actions.

• Issue monitoring concerns to sub-recipients; track corrective action plan submissions, implementation timelines, and resolution status through to closure.

• Conduct follow-up desk reviews or site visits as needed to verify that corrective actions have been implemented and compliance concerns have been resolved.

• Escalate unresolved concerns, significant compliance risks, or sub-recipient performance concerns to the Grants Administration Manager.

• Provide technical assistance and guidance to sub-recipient organizations on grant compliance requirements, documentation standards, internal controls, data reporting, and best practices.

• Develop and facilitate training materials, tools, and resources to strengthen sub-recipient understanding of monitoring expectations and funder requirements.

• Assess sub-recipient organizational capacity and recommend targeted capacity-building activities to address identified gaps; support sub-recipients in developing or improving relevant policies and procedures.

• Collaborate with finance, HMIS/Data, and program staff to ensure sub-recipient data reporting is accurate, complete, and aligned with agency standards and audit requirements.

• Maintain complete and organized monitoring records, including monitoring reports, correspondence, corrective action documentation, and audit trails.

• Prepare regular monitoring activity and compliance status reports for the Grants Administration Manager; participate in agency meetings, trainings, and funder convenings as assigned.

SUPERVISORY RESPONSIBILITIES

There are no supervisory duties in this position.

PHYSICAL AND MENTAL DEMANDS Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

• Maintains calm dispositions and regulates emotions when clients, staff, or others may become escalated.

• Regulates emotions and handles pressure of frequent demands for attention, time and work tasks.

• Specific vision abilities required by this job include close vision and ability to adjust focus.

• Occasionally lift up to 25 pounds.

• Manual dexterity for handling office equipment.

• Occasional driving in all weather conditions to sites in Polk and Marion counties.

WORK ENVIRONMENT Mostly indoor work environment with frequent interruptions and demands.

• Weekend, evening, and holiday working hours when necessary.

• Occasional remote work from home.

• Occasionally exposed to outside weather conditions

• Driving in all weather conditions.

• Occasional urgent situations requiring law enforcement involvement and/or paramedic professionals.

• Close quarters, often with a client population experiencing homelessness, substance use disorders, and/or severe and

• persistent mental illness, and/or unpredictable behavior.

MWVCAA is proud to be an Equal Opportunity Employer. We do not discriminate based upon race, religion, color, national origin, sex, sexual orientation, gender expression, age, veterans, and people with disabilities or any other protected category. We welcome all people to join us in achieving our Mission. If you require any assistance in the application process, or reasonable accommodations to perform the essential duties of the position, please notify a member of our team at (503) 585-6232.

Salary : $25 - $28