Assistant Staff Analyst - Contract Monitoring, Compliance & Audit Management Team (N347)

Salary Range: $35.23-$50.83 per hour

SUMMARY

Housing for Health (HFH) is a program office within Health Services Administration a division under the Los Angeles County Department of Health Services (DHS). HFH was created and put into implementation in support of the Los Angeles County Homeless Initiative recommendations in response to and in support of the Countys effort to address and combat homelessness in the communities residing within Los Angeles County. Our organization follows a hybrid work structure where employees work both remotely and from the office as needed.

The Assistant Staff Analyst position within HFHs Contract Monitoring Compliance and Audit Management Team is responsible for organizing and carrying out assignments independently with minimal supervision. The position will analyze and participate in developing recommendations and solutions for a range of work and operational processes as such pertain to contract compliance and monitoring; monitoring/evaluation criteria and standards; compliance deficiencies ratings risk factors; may assist in the development of scopes/statements of work and other applicable solicitation documents; policies procedures and/or workflow processes as such correlate to the array of contracted services/programs for DHS Housing for Health Division. The position reports directly to the Associate Director Contract Compliance & Audit Management Team and works with all levels of internal and external personnel as applicable.

The position is required to travel to the various eight (8) SPAs within Los Angeles County to attend/participate in various meetings as needed. The position may need to work overtime as needed to meet critical deadlines and/or time sensitive projects.

ESSENTIAL FUNCTIONS

Functions of the position include but is not limited to the following:

• Analyzes makes recommendations develops/prepares and/or revises contract monitoring criteria/standards ratings contract monitoring tools guidelines pursuant to the Statement of Work (SOW); contract; may assist in the development of DHS/HFH internal policy and procedures guidelines etc. As wells developing template contractor/internal/external correspondence utilizing such applicable resources as outlined herein;
• Gathers data analyzes and synthesizes data to develop complete and/or update relevant compliance and/or data trackers for the use of internal DHS/HFH senior management/executive leadership as well as other entities e.g. DHS Contracts and Grants DHS Centralized Contract Monitoring Division Auditor Controller and/or funding compliance/audit officers.
• Analyzes and evaluates an array of HFHs contracted service providers to ensure such compliance with required SOW deliverables timelines HFH and/or funder goals/objectives etc. as well as developing contract performance/assessment reports for review and approval as applicable.
• Conducts annual bi-annual or as needed monitoring tasks and activities; analyzes contractor findings using monitoring tools and develops the Results of Contract Monitoring Report that can include risk factors and ratings for review/editing by senior contract analyst personnel and finalizes for submission.
• Analyzes contractors Corrective Action Plan (CAP) for appropriateness and drafts written response as to Countys approval of such CAP for review/editing by senior contract analyst personnel and finalizes for submission/approval.
• Analyzes makes recommendations develops/prepares revises and/or maintains various MS Excel or Word reports templates (e.g. entrance letters exit letters reports monitoring tools etc.) trackers databases spreadsheets used for contract compliance and monitoring to identify performance trends e.g. deficiencies gaps compliance needed program enhancements etc.; for review/editing by senior contract analyst personnel and finalizes for submission/approval;
• Analyzes and evaluates contractors policies and procedures quality control and/or assurance plans contracted personnel etc. to ensure compliance and adherence to HD/HFH standards SOW etc. and prepares Countys draft response for review/editing by senior contract analyst personnel and finalizes for submission/approval.
• Coordinates and schedules internal and external meetings contractor coordinated site/field/programmatic reviews etc. for the purposes of compliance monitoring contract management and/or in response to audit requests.
• Communicates and collaborates with contracted agencies to collect CAPs and contractors response to audit findings for Contractor Discrepancy Reports (CDR) quarter/bi-annual/annual contract monitoring reports; issue reports and/or other correspondence/communications to agencies under the guidance of senior contract analyst and/or senior management personnel.
• Notifies contracted agencies of issuance of CDRs approvals and/or disapprovals of CAPs deadlines to submit CAPs and requests for supporting documentation for all refuted CDR and CAP audit findings; analyzes information and submits to the senior contract analyst for review/compliance and finalizes for submission/approval.
• Maintains applicable timelines annual contract monitoring calendars contract libraries resources databases applicable files etc. as such pertains to work orders master agreements contract amendments; budgets; contractors contacts; approved contractor personnel; assigned DHS Contract and Grants analysts; DHS/HFH program managers/leads contract portfolio database (e.g. applicable funding expirations extensions amendments solicitation type/last solicitation etc.);
• May assist in the development of scopes/statements of work and/or other solicitation documents contract amendments budgets as applicable etc.; coordinates with DHS Contracts and Grants as appropriate as such pertains to new and/or rebid solicitations; may act as a subject matter expert and/or evaluator proposals submitted in response to a solicitation etc.
• Attends meetings and takes notes and debriefs applicable personnel as needed; analyzes discussion needs/topics and prepares materials for meetings e.g. agendas handouts etc. for team internal DHS/HFH staff external staff/entity meetings etc.
• Gathers resources e.g. policies procedures etc. and maintains applicable resource files etc.; assists in the development of internal team policies procedures mandates trainings etc.
• Establishes and maintains collaborative contractor and external/internal relations and communications.
• May act in a support and/or lead capacity as such pertains to special assignments/projects; may perform specialized projects and/or other duties/tasks as needed/required.

Education/Experience

Three (3) or more years of highly complex administrativeexperience in the health housing social services or related sectors.

JOB QUALIFICATIONS

Knowledgeable of contract monitoring policies and procedures etc. as it pertains to compliance and audit management as well as types and purpose of the various solicitation methodologies. Knowledgeable in an array of monitoring/audit techniques; have the ability to multi-task; be well versed in the utilization of Microsoft applications such as Word Excel PowerPoint etc. as well as having knowledge of homeless programs and services. Incumbents must be able to communicate effectively clearly and work collaboratively with all levels of personnel and must have strong written analytical and critical decision-making skills as well as the ability to work independently and within a team.

Certificates/Licenses/Clearances

• A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.
• Successful clearing through the Live Scan with the County of Los Angeles.

Other Skills Knowledge and Abilities

• Understanding interpreting and working with contract documents budgets scopes of work amendments etc.
• Development of contract monitoring tools; monitoring and/or auditing (desk reviews and/or field audits) of public social service contracts that provide public services (e.g. housing disability benefits etc.) to vulnerable populations experiencing or at risk of being homeless.
• Developing fillable PDF documents combining different documents (e.g. MS Word Excel etc.) into a single PDF document etc.
• Frequent and heavy use of an array of software programs and technologies which include but is not limited to the following: Word Excel PowerPoint Adobe Reader Teams One Note Outlook Adobe Pro and/or OneDrive Cloud.
• Experience in developing MS Excel spreadsheets with complex formulas and functionalities.
• Ability to multitask within a fast and changing environment associated with competing and time sensitive due dates and/or timelines.
• Ability to work effectively in a remote work environment (e.g. teleworking) and hybrid work environment (e.g. telework and reporting to job site/office).
• Promotes interdisciplinary collaboration fosters teamwork; has excellent boundaries and interpersonal skills.
• Excellent organizational and communication skills good at multitasking; works in a collaborative manner across the organization to achieve departmental and overall organizational goals.
• Ability to make thoughtful decisions and exercise sound judgment; be self-directed assertive resourceful and creative in problem solving.
• Ability to be a thoughtful listener and adept at capturing feedback; give and receive constructive criticism; use diplomacy in all aspects of the role.

PHYSICAL DEMANDS

Stand: Frequently

Walk: Frequently

Sit: Frequently

Reach Outward: Occasionally

Reach Above Shoulder: Occasionally

Climb Crawl Kneel Bend: Occasionally

Lift / Carry: Occasionally - Up to 15 lbs

Push/Pull: Occasionally - Up to 15 lbs

See: Constantly

Taste/ Smell: Not Applicable

Not Applicable Not required for essential functions

Occasionally (0 - 2 hrs/day)

Frequently (2 - 5 hrs/day)

Constantly (5 hrs/day)

WORK ENVIRONMENT

General Office Setting Indoors Temperature Controlled

EEOC STATEMENT

It is the policy of Heluna Health to provide equal employment opportunities to all employees and applicants without regard to age (40 and over) national origin or ancestry race color religion sex gender sexual orientation pregnancy or perceived pregnancy reproductive health decision making physical or mental disability medical condition (including cancer or a record or history of cancer) AIDS or HIV genetic information or characteristics veteran status or military service.

Required Experience:

Staff IC