Grants Management and Compliance Officer

Job Description

Position Summary

The Grants Management & Compliance Officer serves as the Department of Planning & Development’s lead authority on fiscal grants compliance. The position oversees adherence to financial regulations, internal controls, and reporting requirements across all federal, state, and philanthropic funding sources, with particular emphasis on HUD programs, including CDBG, HOME, HOPWA, ESG, and special allocations. The role ensures accurate interpretation of financial regulations, strong internal controls, timely reporting, and consistent documentation practices across the department.

The Grants Management & Compliance Officer develops and maintains the department’s fiscal grants compliance framework, including policies, procedures, controls, and training. The position designs and delivers training on fiscal allowability, eligibility, source documentation, and cost principles to support accurate accounting, audit readiness, and consistent financial practices. The role works closely with Accounting, Budget, Contract Management, the Monitoring and Compliance Unit, and program divisions to assess fiscal risks, support reporting, review financial components of compliance findings, and implement process improvements. This role may also supervise subordinate staff.

 This role also serves as the primary fiscal point of contact supporting the Compliance and Monitoring Unit in their interactions with HUD. The position provides financial documentation, reconciliations, and regulatory interpretation to ensure grant-funded fiscal actvities meet federal requirements. The Grants Management & Compliance Officer elevates and helps resolve HUD-related financial issues in coordination with the Monitoring Unit, while maintaining strong fiscal control systems and improving procedures, reports, and trainings that reinforce compliant, accurate grant accounting practices.

Essential Functions

Grant Compliance & Regulatory Oversight

• Oversee fiscal compliance for all grant-funded activities, ensuring adherence to 2 CFR 200, HUD regulations, and internal policies.

• Serve as the internal expert on fiscal operations and post-award grant compliance best practices.

• Interpret regulatory requirements and provide guidance to staff and program divisions.

Internal Controls, SOPs, Process Improvement

• Develop and maintain SOPs, checklists, templates, and documentation standards for grants management.

• Identify and implement process improvements to strengthen controls, increase consistency, and improve workflow efficiency.

• Design and execute monitoring processes, including file audits and assessments, and document results for Department-wide improvements.

Reporting, Drawdowns & Fiscal Monitoring

• Coordinate fiscal components of federal and state grant reporting, including IDIS drawdowns, accomplishment reporting, and closeouts.

• Work with Accounting to reconcile grant expenditures, program income, and cash management requirements.

• Collaborate with program staff to ensure timely and accurate grants reporting.

• Review monitoring results from the Contracting and Monitoring teams and ensure fiscal findings are addressed. Training & Technical Guidance

• Provide training and technical assistance on grant-related fiscal requirements, including proper accounting of grant expenditures, reconciliation of grant-funded activities, required source documentation, cost allowability, and the financial controls needed to ensure accurate, compliant reporting. Audit & Risk Management

• Prepare documentation for internal and external audits and serve as a point of contact for grant-related audit inquiries.

• Track monitoring findings for the fiscal unit, corrective actions, and compliance risks to ensure timely resolution.

• Elevate significant financial compliance risks to leadership and recommend strategies to mitigate them.

Qualifications

• Bachelor’s degree required in Finance, Accounting, Public Administration, Business, Government, or related field

• 5 or more years of grant management and compliance experience, preferably within a governmental agency or managing federal awards; and experience in education or adult learning

• Demonstrated experience interpreting and applying 2 CFR Part 200, HUD program regulations, and federal cost principles a plus

• Additional years of highly relevant experience may be substituted for the education requirement • Experience with federal grants, grant audits, accounting, budgeting and training

• Familiarity with City accounting and budgeting systems and processes preferred, but not required • Ability to work independently and with a team to achieve goals

• Ability to problem-solve and think creatively to produce solutions

• Proven track record in establishing and sustaining collaborative and effective working relationships with leadership, direct supervisor(s), peers, staff, consultants, service providers, and vendors

• Ability to communicate effectively – verbally and in writing – with a variety of stakeholders • Strong public presentation skills and experience, strategic thinking, and high professional ethics

• Strong organizational skills, atention to detail, and ability to manage multiple deadlines in a high-volume environment.

• Proficiency in Microsoft Excel and other financial or grant reporting tools

Additional Information

TO APPLY: Interested candidates must submit a cover letter, resume and references.

Salary Range: $72,000- $90,000

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 8 weeks of paid parental leave.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation, sick leave, and holidays
• Generous retirement savings options are available
• Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

*The successful candidate must be a city of Philadelphia resident within six months of hire

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to [email protected].

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx