Project Support Specialist

Easter Seals; Phoenix (AZ); On-site; USD 40,000 - 45,000; Full time

Job summary

Easterseals is seeking a Project Support Specialist to provide essential administrative and compliance support for federally funded programs, including the Senior Community Service Employment Program (SCSEP). You will maintain accurate participant files, assist with data entry, and help ensure audit readiness while upholding 2 CFR 200 and TEGL/CFR requirements.

This full-time role requires attention to detail, strong organization, and clear communication; we offer a competitive compensation

Qualifications

• Minimum 2 years of experience in administrative support, preferably within a nonprofit, workforce development, or federally funded environment.
• Strong attention to detail, accuracy, and ability to meet deadlines in a fast-paced setting. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with Salesforce or similar CRM/data systems.
• Excellent written and verbal communication skills.

Responsibilities

• Prepare, review, and maintain accurate program documentation including participant files, eligibility documentation, Individual Employment Plans (IEPs), and host agency agreements.
• Support data entry and validation within systems such as Salesforce, GPMS, and WIPS, ensuring all records meet audit and reporting standards.
• Track and organize contract deliverables, participant certifications, timesheets, and financial documentation.
• Maintain digital and physical filing systems to support data integrity and confidentiality in line with organizational policies.
• Assist in preparing reports, correspondence, and data summaries for internal and external review.
• Review participant and program files for accuracy, completeness, and compliance with federal, state, and organizational requirements.
• Monitor document workflows to ensure all required signatures, supporting documentation, and approvals are obtained prior to submission.
• Assist with internal monitoring reviews, performance audits, and data validation exercises.
• Flag discrepancies or potential compliance risks for corrective action and assist in implementing follow-up resolutions.
• Maintain knowledge of DOL regulations, grant guidance (TEGLs, CFR 641, 2 CFR 200), and internal policies to support compliance consistency.
• Collaborate with field staff, participant assistants, and program coordinators to ensure timely submission of documentation and reports.
• Communicate deadlines, missing items, or corrections to relevant team members in a professional and solution-oriented manner.
• Provide administrative support for meetings, training sessions, and technical assistance related to compliance or program operations.

Skills

Administrative support

Microsoft Office

Communication skills

Tools

Salesforce

GPMS

WIPS

Job description

Who We Are

Easterseals empowers people to live independent, full lives. We make a lasting difference in the lives of 1.5 million people each year by providing essential services to children and adults with disabilities, older adults, veterans, and their families. Our national network of 70 Affiliates is trusted to provide programs customized to meet the needs of each community we serve from coast-to-coast - trust earned for more than 100 years. We positively shape perceptions and address the evolving needs of more than one in four Americans with disabilities through public education, policy, and advocacy. That's our impact. In thousands of communities across America.

At Easterseals, we are committed to diversity and are proud to be a disability-friendly employer. We are an inclusive and accessible workplace where all individuals can thrive and contribute their skillsets.

We actively support employees with disabilities, ensuring they have the tools, resources, and accommodations they need to excel in their roles. Our culture is one of belonging where everyone can feel valued, empowered, and respected.

If you're passionate about working in an inclusive and supportive environment that values diversity, we encourage you to apply and join our team to positively impact the communities we serve. Your talents are welcome here, and we look forward to how we can grow and succeed together.

Who You Are

The Project Support Specialist (PSS) provides critical administrative and compliance support to ensure the accuracy, timeliness, and completeness of project documentation across federally funded programs, including the Senior Community Service Employment Program (SCSEP). This position plays a key role in maintaining data integrity, supporting audit readiness, and ensuring adherence to federal and organizational compliance standards under 2 CFR 200 and programspecific TEGL and CFR 641 requirements. The ideal candidate is detail-oriented, highly organized, and capable of managing multiple administrative tasks that directly impact program performance and compliance outcomes.

What You'll Do

Administrative & Documentation Support

• Prepare, review, and maintain accurate program documentation including participant files, eligibility documentation, Individual Employment Plans (IEPs), and host agency agreements.
• Support data entry and validation within systems such as Salesforce, GPMS, and WIPS, ensuring all records meet audit and reporting standards.
• Track and organize contract deliverables, participant certifications, timesheets, and financial documentation.
• Maintain digital and physical filing systems to support data integrity and confidentiality in line with organizational policies.
• Assist in preparing reports, correspondence, and data summaries for internal and external review.

Compliance & Quality Assurance

• Review participant and program files for accuracy, completeness, and compliance with federal, state, and organizational requirements.
• Monitor document workflows to ensure all required signatures, supporting documentation, and approvals are obtained prior to submission.
• Assist with internal monitoring reviews, performance audits, and data validation exercises.
• Flag discrepancies or potential compliance risks for corrective action and assist in implementing follow-up resolutions.
• Maintain knowledge of DOL regulations, grant guidance (TEGLs, CFR 641, 2 CFR 200), and internal policies to support compliance consistency.

Communication & Coordination

• Collaborate with field staff, participant assistants, and program coordinators to ensure timely submission of documentation and reports.
• Communicate deadlines, missing items, or corrections to relevant team members in a professional and solution-oriented manner.
• Provide administrative support for meetings, training sessions, and technical assistance related to compliance or program operations.

What You Bring

Qualifications Required:

• Minimum 2 years of experience in administrative support, preferably within a nonprofit, workforce development, or federally funded environment.
• Strong attention to detail, accuracy, and ability to meet deadlines in a fast-paced setting. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with Salesforce or similar CRM/data systems.
• Excellent written and verbal communication skills.

Qualifications Preferred:

• Experience with SCSEP, WIOA, or other Department of Labor-funded programs.
• Knowledge of grant compliance principles and Uniform Guidance (2 CFR 200).
• Experience supporting data validation, QPR reporting, or audit preparation processes.

Core Competencies

• Accuracy & Accountability - Demonstrates high standards for data and documentation precision.
• Compliance Awareness - Understands and adheres to federal and organizational policies.
• Communication - Clearly conveys information and maintains strong coordination with team members.
• Organizational Skills - Manages multiple priorities and deadlines effectively.
• Professional Integrity - Maintains confidentiality and ethical standards in all aspects of work.

What We Offer

We offer a competitive compensation and benefits package!

Work Schedule and Compensation

• Full-Time: 40 hours per week
• Schedule: Flexible within standard business hours (as assigned)
• Compensation: $40,000-$45,000 annually

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