Compliance & Quality Assurance Coordinator

Wayne Metropolitan Community Action Agency; Highland Park (MI); On-site; USD 60,000 - 75,000; Full time

Job summary

Wayne Metropolitan Community Action Agency seeks a Compliance & Quality Assurance Coordinator to support program compliance, quality assurance, procurement compliance, and budget reconciliation for Weatherization, Home Repair, Conservation, and related housing programs. The role ensures client files, contractor activities, and financial transactions meet federal, state, local, and agency requirements.

Collaboration with Program Managers, Finance, and contractors promotes program integrity and

Qualifications

• Associate's or Bachelor's Degree in Business Administration, Public Administration, Accounting, Construction Management, Compliance or related field preferred.
• Three (3) years of experience in compliance, quality assurance, grant administration, procurement, auditing, weatherization, housing programs, or related field.
• Strong organizational and analytical skills.

Responsibilities

• Support program compliance, quality assurance, procurement compliance, and budget reconciliation.
• Review client files, contracts, and invoices for regulatory and funding source compliance.
• Monitor documentation and assist in preparing for audits and monitoring reviews.
• Maintain compliance tracking systems and monitor corrective actions.
• Assist with training, policy updates, and continuous improvement initiatives.

Skills

Quality assurance

Regulatory compliance

Analytical skills

Communication

Education

Bachelor's degree in Business Administration, Public Administration, Accounting, Construction Management, Compliance

Tools

EmpowOR

WaWeb

SharePoint

Microsoft Excel

Job description

ScopeThe Compliance & Quality Assurance Coordinator is responsible for supporting program compliance, quality assurance, procurement compliance, budget reconciliation, and monitoring activities for Weatherization, Home Repair, Conservation, and related housing programs. This position ensures that client files, contractor activities, financial transactions, and program operations comply with federal, state, local, and agency requirements. The Coordinator conducts routine compliance reviews, tracks corrective actions, monitors contractor and procurement documentation, and assists in preparing for audits and monitoring reviews.The Compliance & Quality Assurance Coordinator works closely with Program Managers, Finance, Procurement, Quality Control Inspectors, and contractors to promote program integrity, regulatory compliance, and continuous quality improvement.Essential Duties and ResponsibilitiesProgram Compliance & File ReviewConduct routine reviews of client files to ensure compliance with program guidelines and funding source requirements.Verify eligibility documentation, income verification, environmental reviews, energy audits, work orders, inspections, and completion documentation.Monitor compliance with DOE Weatherization Assistance Program (WAP), LIHEAP, DOE, Deferral, Conservation, and other funding requirements.Maintain compliance tracking systems and monitoring logs.Identify compliance deficiencies and assist with corrective action implementation.Ensure required documentation is maintained in agency databases and file management systems.Quality Assurance ActivitiesSupport quality assurance processes to ensure program standards are consistently met.Review job documentation for accuracy, completeness, and regulatory compliance.Track quality assurance findings and corrective actions.Assist in maintaining quality control procedures and internal compliance checklists.Monitor adherence to Standard Work Specifications (SWS), Michigan Field Guide requirements, and agency policies.Budget Reconciliation & Fiscal ComplianceAssist with monthly reconciliation of job costs and grant expenditures.Review invoices, purchase orders, and supporting documentation for compliance with funding requirements.Monitor expenditures against approved budgets and funding allocations.Assist with tracking obligated and expended funds.Prepare reports and supporting documentation for management and funding agencies.Procurement & Contractor ComplianceMonitor contractor procurement files to ensure compliance with agency and funding source requirements.Verify contractor licenses, insurance, certifications, and required documentation.Audit procurement and contractor compliance records.Assist with bid evaluations, procurement documentation, and contract administration activities.Monitor contractor performance documentation and compliance with contract requirements.Track procurement timelines and contract renewals.Monitoring & Audit SupportAssist in preparing for federal, state, and internal monitoring reviews.Compile documentation requested during audits and monitoring visits.Maintain monitoring files and compliance records.Track audit findings and corrective action plans.Assist with implementation and follow-up of corrective actions.Reporting & Data ManagementMaintain accurate compliance, procurement, and quality assurance records.Prepare compliance reports, dashboards, and performance summaries.Review program data for accuracy and completeness.Support data validation and reporting activities.Training & Continuous ImprovementAssist with compliance training and technical assistance for staff and contractors.Help develop and update policies, procedures, and compliance tools.Recommend process improvements to strengthen internal controls and operational efficiency.Promote a culture of accountability, quality, and continuous improvement.Perform work in a professional manner that upholds Wayne Metro’s policies and procedures.Other duties as assigned.Physical Requirements and Work EnvironmentThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This job operates in a professional office environment with a usually quiet noise level. This is largely a sedentary role and the employee must occasionally lift and/or move up to 25 pounds. While performing the duties of this job, the employee is regularly required to sit, frequently use hands and to talk or hear.Minimum QualificationsAssociate's or Bachelor's Degree in Business Administration, Public Administration, Accounting, Construction Management, Compliance, or a related field preferred.Three (3) years of experience in compliance, quality assurance, grant administration, procurement, auditing, weatherization, housing programs, or a related field.Experience reviewing files and maintaining compliance documentation.Strong organizational and analytical skills.Preferred QualificationsExperience with Weatherization Assistance Program (WAP), LIHEAP, DOE, Home Repair, or community development programs.Knowledge of federal grant requirements and procurement regulations.Experience with contractor management and compliance monitoring.Familiarity with EmpowOR, WaWeb, SharePoint, and Microsoft Excel.Knowledge, Skills, and AbilitiesKnowledge of compliance monitoring and quality assurance principles.Understanding of grant-funded program requirements and procurement processes.Strong attention to detail and accuracy.Ability to interpret policies, regulations, and procedures.Excellent written and verbal communication skills.Ability to manage multiple projects and deadlines.Strong problem-solving and organizational skills.Proficiency in Microsoft Office applications, particularly Excel and SharePoint.Travel RequirementsAbility to travel to various sites.A clean driving record is required to meet agency requirements for operating an agency vehicle to complete work-related tasks.Licensing and Other RequirementsValid driver’s license and reliable transportation.Work HoursThe work schedule is Monday – Friday, with specific hours (and occasional Saturdays) to be determined by department needs.Other DutiesPlease note that this job description 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.Wayne Metropolitan Community Action Agency is an Equal Opportunity EmployerEOE/M/F/D/V