LIHEAP Compliance Specialist

Comprehensive-Community-Action; Cranston (RI); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

403(b) retirement plan

Health insurance

Vision and dental insurance

Flexible spending accounts

Tuition reimbursement

Job summary

Comprehensive Community Action is seeking a LIHEAP Compliance Specialist to ensure accurate processing and reconciliation of deliverable-fuel transactions for LIHEAP households. You will review vendor documentation, monitor grants, and prepare for audits while collaborating with program staff, Fiscal, fuel vendors, and leadership.

The role emphasizes attention to detail, timely reconciliations, and maintaining confidential records in a fast-paced setting across CCAP locations.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Experience in compliance, vendor coordination, fuel assistance, fiscal documentation, reconciliation, data entry, QA, or program administration preferred.
• Proficiency with Microsoft Office applications; Hancock or similar software preferred.

Responsibilities

• Collect, organize, review, and track metered delivery tickets and documentation from fuel vendors.
• Review documentation for completeness, accuracy, dates, household info, fuel type, quantity, pricing, and supporting info.
• Identify discrepancies and follow up to correct issues.
• Communicate with vendors and internal staff to resolveDocumentation issues in a timely manner.
• Enter and maintain delivery data in agency systems, ensure alignment with household records and grant balances.
• Monitor LIHEAP funding balances and reconcile across grants/fiscal years.
• Maintain records for monitoring, QA, fiscal reviews, and audits.
• Prepare periodic reports on vendor activity, outstanding documentation, refunds, and grant balances.

Skills

Attention to detail

Time management

Verbal and written communication

Independent work

Data entry

Reconciling financial data

Documentation standards

Education

High school diploma or equivalent

Associate degree in business administration/human services/accounting/finance

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft Teams

Hancock program management software

Job description

Description

CCAP's Mission is to empower all people and communities, challenged by poverty and social and cultural barriers, through advocacy, education, and access to high quality health and human services.

JOB SUMMARY:

The LIHEAP Compliance Specialist is responsible for ensuring the accurate, timely, and well-documented processing and reconciliation of deliverable-fuel transactions for LIHEAP households. This position supports compliance with CCAP procedures and funding requirements through vendor documentation review, transaction monitoring, grant reconciliation, refund tracking, and audit preparation. The Compliance Specialist works closely with LIHEAP program staff, Fiscal, fuel vendors, and agency leadership to identify and resolve discrepancies and ensure transactions are accurately documented, reconciled, and completed within required timeframes.

WORK SCHEDULE DEMANDS:

This is a full-time position unless determined or approved by the VP of Social Services.

May be required to work at any CCAP location.

Requirements

REQUIRED QUALIFICATIONS

• High school diploma or equivalent required; associate degree in business administration, human services, accounting, finance, or a related field preferred.
• Prior experience in compliance, vendor coordination, fuel assistance, fiscal documentation, reconciliation, data entry, quality assurance, or program administration preferred.
• Proficiency with Microsoft Office applications, particularly Excel, Word, Outlook, and Teams; experience with Hancock or similar program management software preferred.
• Provide and maintain all required immunizations and/or vaccinations.
• Complete and maintain all required background checks.

KNOWLEDGE, SKILLS & ABILITIES

• Strong attention to detail with the ability to identify documentation errors, missing information, discrepancies, and inconsistencies.
• Strong organizational and time-management skills with the ability to manage multiple priorities and meet established deadlines.
• Ability to accurately review, reconcile, enter, and maintain financial and program-related data.
• Ability to interpret and consistently apply program procedures, funding requirements, and documentation standards.
• Strong written and verbal communication skills, including the ability to communicate professionally with vendors, staff, and management.
• Ability to work independently, exercise sound judgment, and appropriately elevate discrepancies or compliance concerns.
• Strong record-keeping skills and ability to maintain accurate documentation involving multiple funding sources and reporting periods.
• Ability to use spreadsheets and electronic tracking systems to organize, monitor, and reconcile program information.
• Ability to follow unresolved items through completion and meet time-sensitive deadlines.
• Ability to maintain confidentiality and appropriately handle sensitive participant, vendor, program, and financial information.
• Ability to work effectively and respectfully with individuals from diverse social, cultural, and economic backgrounds.

KEY RESPONSIBILITIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The requirements listed below are representative of the knowledge, skill, and/or ability required. Include but may not be limited to the following:

• Collect, organize, review, and track metered delivery tickets and other required documentation submitted by fuel vendors for LIHEAP households receiving deliverable fuel.
• Review vendor documentation for completeness, accuracy, legibility, dates of service, household information, fuel type, quantity delivered, pricing, and required supporting information.
• Identify discrepancies, missing information, duplicate or questionable transactions, and other documentation concerns requiring follow-up or correction.
• Communicate with fuel vendors and internal staff to resolve incomplete, inaccurate, missing, or unclear documentation in a timely manner.
• Enter and maintain delivery and transaction data in agency systems, including Hancock, ensuring information is accurately matched to household records, grant balances, and applicable funding sources.
• Monitor and reconcile LIHEAP funding balances associated with deliverable-fuel transactions, including transactions involving more than one grant or fiscal year.
• Identify and track unused or outstanding vendor-held funds associated with closed or otherwise eligible accounts and coordinate with vendors, LIHEAP staff, and Fiscal regarding appropriate reconciliation and return of funds.
• Maintain accurate tracking of outstanding delivery tickets, vendor documentation, refunds, corrections, and unresolved discrepancies.
• Perform routine reconciliation between vendor documentation, program records, and fiscal information and promptly report identified discrepancies.
• Maintain complete and organized electronic and paper records to support program monitoring, quality assurance reviews, fiscal reviews, and audits.
• Prepare periodic reports regarding vendor activity, outstanding documentation, unresolved discrepancies, refund status, grant balances, and other program compliance measures.
• Monitor recurring vendor documentation or transaction issues and communicate trends or concerns to program leadership.
• Assist in developing and improving internal tracking tools, vendor communication practices, documentation standards, and compliance workflows.
• Respond to requests for documentation and information related to internal reviews, state or federal monitoring, fiscal reviews, and audits.
• Maintain confidentiality and safeguard participant, vendor, program, and financial information in accordance with applicable requirements and CCAP policies.
• Perform other related duties as assigned.

Our Benefits

Our comprehensive benefits package includes 403(b), health insurance, vision and dental insurance, flexible spending accounts, health reimbursement accounts, tuition reimbursement up to $1,000 annually, an Employee Assistance Program, generous vacation, sick and personal days, and up to 13 paid holidays for all eligible employees. Some benefits are included for part-time employees.

CCAP strives to cultivate and sustain a workforce devoted to providing compassionate and respectful care to all patients and clients. We are an Equal Opportunity Employer, committed to providing equal employment opportunities to all employees and applicants for employment without regard to any characteristic protected by federal, state, or local law.