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

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

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.

Functions of the position include, but are not limited to the following :

• Analyzes, makes recommendations, develops / prepares, and / or revises contract monitoring criteria / standards, 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.

Education / Experience : Three (3) or more years of highly complex administrative experience 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 :

Other Skills, Knowledge, and Abilities :