Experience Inc. Jobs

COUNTY OF BUCKS

JOB TITLE:

Project Administrator, Homelessness Prevention

JOB CODE:

0127

DEPARTMENT:

Housing & Community Development

UNION:

00

FLSA STATUS:

Exempt

GRADE:

99

REVISION DATE:

11/06/2024

POSITION SUMMARY:

Life-cycle management of Housing & Community Development projects funded by multiple federal, state and local grants with a focus on providing services to those experiencing or at-risk of homelessness. Provides oversight of multiple concurrent contracts providing services to those experiencing homelessness through the Bucks County Continuum of Care (CoC), also known as the Bucks County Housing Link. Assist with database administration for the Homeless Management Information System (HMIS). Researches best practices to improves services and monitors contracts to ensure compliance with regulations and optimal service delivery.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Responsible for contract creation and processing, compliance, performance and close-out of contracts primarily funded under the Emergency Solutions Grant (ESG), Pennsylvania Housing Affordability and Rehabilitation Enhancement Fund (PHARE), HUD Continuum of Care (CoC), Community Development Block Grant (CDBG), and Home4Good and other funding sources pertaining to homeless services. Provide secondary support for HOME Investment Partnership Program (HOME) and Housing Trust Fund (HTF) funding sources as they pertain to homeless services.
• Recommend and review community development/housing/homeless service and homelessness prevention needs, develop strategic and tactical goals and plans, report activities and outcomes, develop funding proposals and applications. Communicate frequently with all partners and County leadership on project and program progress and results
• Responsible for all elements of project financing and funding, budgets and accounting reports, requests for proposals, and contracts.  Monitor project funds; conduct desk and on-site monitoring of sub-recipients (and follow-up to such monitoring), according to funding source requirements, forecast cash flows; oversee department audit process for select projects and functions, maintain project related databases, and generates all necessary reports
• Contract preparation and assisting projects through the resolution request process at the County level (utilizing OnBase software), including obtaining and reviewing certificates of insurance
• Assist with database administration for HMIS system including training, reporting, and technical assistance
• Assist with CoC and Department website, marketing, and social media management and updates. May include creation and dissemination of newsletter style communications.
• Support CoC Governance related activities including meeting attendance, membership recruitment, governance charter revisions, and participation or leadership of CoC committees as needed
• Facilitate the application process for a designated funding source (HOME, HTF, ESG, CoC PHARE, CDBG etc...) from the community.  Prepare the application, provide training to community on eligible uses of a given funding source, and coordinate across departments to ensure strategic alignment
• Evaluate all community proposals and applications for funding use to determine relevance to County strategic plans, HUD Action Plan, and federal law, analyze feasibility, and ensure compliance with funding stream requirements, and community impact. Complete a ranking process, provide funding recommendations, function as technical resource for project partners for problem solving and project management leadership as needed.
• Support homeless services coordination and joint projects across the Department as well as initiatives with other Departments and Divisions within the County including the County Planning Commission and the Division of Human Services.  Initiate and ev luate new development and programmatic opportunities relative to these areas for the purpose of achieving optimal community impact
• Create and maintain program manuals for funding sources, as required by federal regulations. Manuals include guidance related to regulations as well as updated information on local implementation of funded initiatives in accordance with County strategic planning. Implement monitoring procedures to ensure program manuals are adhered to by subrecipients.
• Maintain technical competency relative to HUD (including HUD HMIS Data and Privacy Standards), Commonwealth of PA and other programs and guidelines, project financing, County financial practices, and other federal, state, and local legal requirements.  Interpret and communicate relevant applicable knowledge for community partners via tutorials, webinars, promulgation of guidelines/regulations, and conferences
• May process project payment requests and maintain appropriate financial records and databases for homeless service related projects
• May prepare project reviews (e.g., environmental, subsidy layering, underwriting) including the gathering and assembling of information and any administrative duties associated with processing of reviews
• Preparation of project and performance reports, including gathering and assembling of information, data entry, reporting and the preparation and distribution of all necessary support documentation. Tracks project expenditures of sub-recipients in order to ensure efficient use of funding and maintains up to date records of financial status of all project funds as well as projections on how expenditures will impact commitment deadlines, expenditure deadlines, and ability to fund community goals
• Preparation and /or compilation of information required to prepare reports, applications, and plans, needed to fulfill county, state, or federal funding requirements, including progress reports, annual reports (e.g. Consolidated Annual Performance Report), Action Plan, and Five --year Consolidated Plan, or other documents to facilitate the development of public policy.

• Perform other tasks as may be assigned

   

QUALIFICATIONS REQUIRED:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Any combination of experience and training which affords the applicant an opportunity to gain the above listed knowledge, skill and ability.

Bachelor's Degree in Business Administration, Public Administration or Planning, Social Services, Public Policy, or related field, or equivalent experience. Master's Degree or JD preferred.  Three years' experience in related work is required including extensive management of HUD and PA Department of Community and Economic Development projects with outcomes, community leadership and relationship building.  Includes project technical support experience.

Experience utilizing an HMIS system (Bucks County utilizes ClientTrack) is a plus.

Ability to understand complex federal regulations and translate them into written and oral communication for others; possess excellent writing, analytical skills, systems thinking, problem-solvin