Assistant Staff Analyst - Contract Monitoring Compliance & Audit Management Team, N347 at Public Health Foundation Enterprises, In in Los Angeles, California

Job Description:

Salary: $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 County’s 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 HFH’s 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 HFH’s 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 contractor’s “Corrective Action Plan” (CAP) for appropriateness and drafts written response as to County’s 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 contractor’s 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 County’s 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 contractor’s 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; contractor’s 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.
  
  
  
  

JOB QUALIFICATIONS

This position requires knowledge of County policies, procedures, etc. as such pertains to contract monitoring, compliance, and audit management as well as the types and purpose of the various solicitation methodologies utilized by DHS.  Incumbents should be knowledgeable in an array of monitoring/audit techniques and have the ability to multi-task; be well versed in the utilization of such Microsoft applications as Word, Excel, PowerPoint, etc. as well as being knowledgeable of HFH 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.

 

Education/Experience

Three or more years of highly complex administrative experience in the health, housing, social services, or related sectors.

 

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 and the Health Clearance process 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 50 lbs

Push/Pull: Occasionally - Up to 50 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 without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information, or any other protected characteristic under applicable law.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

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