At Heartland Family Service, we are committed to building a culture that is trauma informed and values and celebrates diversity and inclusion. We believe this allows for better service delivery and innovation, as it encourages our employees to bring various experiences and uniqueness to the workplace.
Trauma Informed Care is an approach to engaging people with histories of trauma that recognizes the presence of trauma symptoms and acknowledges the role that trauma has played in their lives. Trauma Informed Care also acknowledges the effects of working with trauma survivors on our workforce and seeks to build collaborative and supportive working environments and relationships.
If you believe in our mission of creating healthy families and communities, and like a fast pace, collaborative and team-oriented environment, then Heartland Family Service is the agency for you.
SUMMARY DESCRIPTION OF WORK
The Record Compliance Auditor is a full-time position responsible for ensuring compliance of client records in the housing and supportive services programs in accordance with current grants, contracts and regulatory entities to include: Housing and Urban Development (HUD), Continuum of Care (CoC), Emergency Solutions Grant (ESG), Community Development Block Grant (CDBG) and other government and private grant regulatory entities as awarded. The Record Compliance Auditor position is an objective and independent position that works as part of the larger Housing & Supportive Services Team.
Performed skills and duties may be broad in nature. Assignments may entail a wide knowledge base. High attention to detail, quality assurance practices/standards and organizational skills required.
Work Schedule: Monday through Friday, 8:30 a.m. to 5:00 p.m.
Essential Duties and Responsibilities
- *Ensure client records and program information is collected, entered into prescribed formats, and reported accurately as outlined by federal funding and internal reporting guidelines.
- *Examines client records for accuracy, completeness and quality in order to identify inaccuracies, grant compliance issues and inefficiencies.
- * Works in collaboration with Data Entry Specialist, Program Coordinators and Program Directors to ensure fidelity across reporting platforms and program file templates.
- *Audits accuracy and consistency of client records across all program types.
- *Coordinate with program staff to identify and address any data quality issues.
- *monitor activities associated with compliance issues/matters to enable the department to consistently achieve high levels of compliance with all relevant laws and regulations and creating a culture of integrity.
- *Develop, initiate, maintain, and revise procedures for the general operation of the department and its related activities to ensure efficiencies, accuracy & overall fidelity.
- Have knowledge of program grants and contracts to ensure compliance with governing and agency guidelines and requirements.
- Identifies potential areas of compliance vulnerability and risk; develop and implement action plans in collaboration with department supervisory team for resolution of problematic issues. Able to provide general guidance to address any record compliance trends identified.
- *Collaborate with programs and supervisory team to develop and oversee a system for uniform handling of any compliance risks and record inconsistencies.
- *Incorporate and periodically review and update internal documents used to gather and collect client information in prescribed formats, in a timely manner.
- *Initiate and maintain effective communication throughout the department as it pertains to client records, grant and program compliance, and trends identified.
- * Provide reports on a regular basis and as directed to keep programs and department management informed of the operation and progress of record compliance efforts.
- *Work with department supervisory team, and program training specialist to develop an effective record compliance training program for new employees as well as ongoing employees.
- *Develop strategies for continuous improvement of the record compliance functions, including seeking best practices through internal assessments, external benchmarking and networking with peer groups, establishing or participating in professional organizations or associations of regulatory compliance professionals.
- *Conduct internal audits; evaluates outcomes; develop and present recommendations for improvement.
- *Coordinate with Program Directors to assist with internal and external compliance audits and ensure that results are shared with key personnel as appropriate.
- *Keep abreast of compliance issues and regulations. Provide communication and updates regarding changes in regulations, policies or procedures pertaining to the department grants, contracts and internal/external reporting requirements.
- *Establish methods and monitoring processes to enhance the department's ability to proactively manage and mitigate relevant compliance risk areas.
- *Attend required trainings by the agency, Metro Area Continuum of Care for the Homeless (MACCH) and the vendor of HMIS, Institute of Community Alliances (ICA).
- *Utilizes trauma-informed care and culturally competent principles in working with co-workers and visitors of the agency.
- *Displays a courteous and caring attitude at all times to the clientele, volunteers, and visitors of the Agency
- *Is dependable and punctual regarding scheduling and attendance
- *Abides by all specific program and Agency procedures, policies, and requirements
- Develops personal and program related skills through participation in internal and external training opportunities including printed material and audio and/or visual media.
- Is able to develop positive working relationships with coworkers, funders, referral sources, service agencies, landlords, and others encountered in the course of work.
- Cooperates and collaborates with program area staff, volunteers, and other Agency staff.
- *Is able to work both independently, with little supervision, and as a part of a team.
- Creates, maintains and shares as appropriate a dynamic self-care plan.
- Essential functions of this job can be performed on company physical work site, or remotely as approved.
- Performs other program related duties as assigned.
* DENOTES ESSENTIAL JOB FUNCTIONS
- A commitment to equity, including people of color and people identifying as a member of the LGBTQ+ community.
- Bachelor’s degree is required and/or, four (4) years of record/grant compliance experience
- Strong skills in Microsoft Office products to include Word, Excel and experience in utilizing various electronic databases.
- Preference given to those with experience in record auditing, compliance & record management
- Experience working in Human Services.
- Strong communication and presentation skills.
- Valid driver’s license and acceptable driving record.
Adaptability- Demonstrates flexibility in the face of change. projects a positive demeanor and has the ability to manage multiple conflicting priorities without loss of composure.
Organization Time Management: Determines the appropriate allocation of time.
Organization: Demonstrates high attention to detail while remaining order to work and tasks at hand.
Task Management: Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines
Communication Skills-Understands that the most important aspect of communication is the act of listening and actively works to improve those skills. Speaks with confidence using clear, concise sentences and is easily understood. Produces well thought-out, professional correspondence to project a positive image of the business.
Customer Service- Interacts professionally with clients and associates at all times. Promptly responds to requests with accuracy and a courteous demeanor.
Team Player- Works as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting group goals.
Judgment- Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction. Swiftly refers problems/issues to the appropriate person(s) when necessary. Works effectively without constant and direct supervision or guidance.
Proactive/Resourceful-Demonstrates the ability to foresee problems and prevent them by taking action. Utilizes analytical skills and a broad understanding of the business to effectively interpret and anticipate needs.
Accountability- Able to exhibit strong accountability qualities- takes action and responsibility for individual goals and objectives.
AMERICANS WITH DISABILITY SPECIFICATIONS
(The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions).
While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
(Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions).
While performing the duties of this job, the employee is not exposed to weather conditions.
The noise level in the work environment is usually moderate.
Heartland Family Service