HOPWA/ESG Grants and Contracts Specialist, Sr.

City of Seattle, WA
September 16, 2023
Seattle, WA
Job Type


Position Description
The Leadership and Administrative Division (LAD) of the Human Services Department provides the leadership, administrative support, and financial management that help the department run smoothly. LAD is seeking a Grants & Contracts Specialist, Sr. with higher level of skills to serve as main liaison with HUD and State funders to coordinate operational agreements that will ensure compliance with grant administration regulations. Position has high degree of discretion to work with multiple internal and external stakeholders to oversee operations for the system supported by federal Emergency Solutions Grant (ESG) and Housing Opportunities for People Living with HIV/AIDS (HOPWA) as well as CDBG funds used to support homeless prevention and intervention services.

This position is being considered for reclassification.
Job Responsibilities

  • Plan and administer all facets of City of Seattle response to HUD's ESG and HOPWA and CDBG homeless services funds application (e.g. Annual Action Plan) for approximately $15M for programs and services.
  • Facilitate ongoing coordination between ESG and HOPWA, CDBG (and related CARES Act funds) as well as GF stakeholders to plan for, evaluate and ensure grant compliance with local, state and federal policies and regulations. Examples include coordination with King County Regional Homeless Authority (KCRHA) and King County Ryan White committee.
  • Maintain strong working relationship with Federal, State and County funders.
  • Assess federal, state and local regulation and policy changes to determine impact on ESG and HOPWA, CDBG public services federal grant funded operations.
  • Develop policy and procedures to respond to existing and emerging regulations or federal entitlement allocation changes to determine impact on City's allocation of grants (e.g., HUD modernization formula for HOPWA projects).
  • Evaluate effectiveness and efficiency of services provided by system of providers funded with ESG and HOPWA and CDBG public services funding.
  • Review monthly and quarterly reports from agencies, conduct on-site visits; track overall expenditure of funds to determine compliance with performance standards required by Federal, State, and local regulations; recommends program modifications or funding changes as appropriate.
  • Conduct technical assistance and training to subrecipients to increase their ability to provide quality services and support their ability to comply with new or changing regulations.
  • Represent department with other government entities (e.g., State and King County), community groups, service provider coalitions, and the public regarding the City's allocation of ESG and HOPWA funds.
  • Lead HSD representative with KCRHA to coordinate Continuum of Care (CoC) policy and procedures that impact homeless system services funded with ESG, HOPWA and/or CDBG federal funds.

In addition to overall system compliance required by HUD

  • Implement, develop, and monitor program grants for approximately 11 HOPWA project sponsors and pilot programs, ESG recipients CDBG public services providers.
  • Ensure amounts charged against ESG and HOPWA grants comply with contract provisions and applicable laws, rules, and regulations; coordinate release of funds to reimburse contractors (ESG) and project sponsors (HOPWA), CDBG and GF with tracking expenditures in the City Peoplesoft 9.2 and HUD IDIS databases.
  • Support Federal Grants Management Unit manager in responding to local, State and HUD audits and monitoring questions and back-up documentation requests.
  • Assist sub-recipients to implement new HOPWA reporting system as part of the HOPWA modernization formula ch changes and to comply with HUD's ESG SAGE database reporting requirements.
  • Supports development of the City's Consolidated Plan, Annual Action Plans and CAPER to comply with grant administration regulations.
  • Uses multiple federal databases to provides regulatory reporting and oversee quality control of data supplied by service providers (ESG) and project sponsors (HOPWA)
  • Work closely with City of Seattle and King County HMIS team, Data and Performance evaluations team to support ESG and HOPWA subrecipients with using client and service databases, reporting data, and participating in Coordinated Entry tools as needed.
  • Prepares required reports to document the City's compliance with ESG and HOPWA regulations (e.g., HOPWA quarterly reports, HOWPA CAPER, SAGE and HMIS database reports

Minimum Qualifications:

  • Minimum two years' professional experience in contract administration, budget management, planning, human services administration, and a Bachelor's Degree in a Business or Public Administration, a human services field or related field.
  • Knowledge of key databases necessary to the HOPWA and ESG work including but not limited to IDIS, HMIS, SAGE and Quarterly and Annual reporting for the HOPWA CAPER.

OR: An equivalent combination of education and experience that demonstrates the ability to perform the position's duties.

Desired Qualifications:

  • Minimum of two years' experience directly related to the HUD federal grants program and regulations for Housing Opportunities for People Living with HIV/AIDS (HOPWA) and/or Emergency Solutions Grants (ESG)
  • Four years' experience with grant funded contracts administration involving federal grant programs.
  • Demonstrated success facilitating allocation, RFP/NOFA processes with multiple internal and external stakeholders.
  • Experience working with accounting and budgeting systems to ensure accurate tracking of grant funded activities and compliance with program eligibility and allowable costs rules.
  • Liaison work with federal Housing and Urban Development (HUD) and/or other federal agencies to ensure compliance with ESG and HOPWA statutory requirements.
  • Work with other key stakeholders such as Public Health departments, Ryan White HOPWA planning entities, and Contiuum of Care (McKinney) programs.
  • Experience working with service provider consortiums, regional planning entities, homelessness system planning agencies.

Additional Information
Your application will not be reviewed if these items are missing or incomplete.

Hiring Process
Applications are reviewed after the posting closes. Qualified candidates must submit the following to be considered:
Completed NEOGOV online application.Current résumé indicating relevant experience and education. Cover letter describing how your skills and experience align with the stated job responsibilities and qualifications. Supplemental questionnaire responses, if any. Offers of employment are contingent on verification of information provided by the applicant as part of the application process, including potential background check, pre-placement physical exam, and full driver's abstract.
The full salary range for this position is: $36.47 - $42.57 per hour.

Please note this job advertisement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website at: https://www.seattle.gov/human-resources/benefits/employees-and-covered-family-members/most-employees-plans

The City of Seattle offers a comprehensive benefits package including vacation, holiday and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents.

More information about employee benefits is available on the City's website at:
"Most" Employees Plans - Human Resources | seattle.gov

Closing Date/Time: Continuous

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