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.

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.

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

• 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.

• 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.

• 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.

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…