DEPARTMENT: Community Services

PROGRAM: Three County Continuum of Care (CoC)

POSITION TITLE: COC Business Manager     

LOCATION: Greenfield, MA         

STATUS: Exempt

SUPERVISOR: Program Director of Continuum of Care

POSITION SUMMARY:

The Three County CoC is one of 12 CoCs in Massachusetts funded by the U.S. Department of Housing and Urban Development (HUD) to promote and guide a community-wide effort to prevent and end homelessness. The Three County CoC includes Franklin, Hampshire and Berkshire counties. This position is a key member of the CoC staff and will manage all of the billing and fiscal management. This will include support in funding applications, procurement, and tracking of various funding streams, billing and fiscal compliance, and a 3.5+ million-dollar budget of Federal, State, and local funding

ESSENTIAL RESPONSIBILITIES

1. Develop, implement, and oversee the CoC Program internal fiscal systems.
2. Ensure timely submission and payment of all CoC project invoices (CAPV and subrecipient); effectively track project-billing practices; develop and follow policies and systems in collaboration with the agency fiscal department.
3. Act as primary point of contact for all budget amendments and serve as liaison with HUD Field Office for budget amendments for sub-recipients. 
4. Monitor fiscal reporting systems and quality assurance processes and work with Program staff to track spending and process vouchers and purchase orders.
5. Assist in procurement efforts and development of program budgets for grant applications.
6. Administer multiple grants with diverse funding sources including federal, state, and foundation contracts. 
7. Maintain information on state, federal, regulatory and program administrative requirements as they relate to grants and funding. 
8. Responsible for understanding and following the Interim rule and Code of Federal Regulations (2 CFR Part 200;578) regarding CoC fiscal practices, including and not limited to approving eligible activities and project level budgets; pursuing, approving, and tracking match; reviewing monthly subrecipient and subcontractor billing submissions and back up; supporting the appropriate use of CAPV CoC funds; and submitting to CAPV fiscal department.
9. Participate in the annual CoC NOFO response, competition, and application process.
10. Communicate with TA providers, State and HUD Representatives re: project questions and compliance.
11. Provide leadership and coordination in building strong relationships with CoC partners, projects, and stakeholders.
12. Build strong relationships with funded/non- funded staff to ensure they are supported and informed on the HUD regulations, CoC’s policies and procedures.
13. Provide training to funded and unfunded projects and partner agencies.
14. Assist with program regulation and compliance systems implementation and ongoing review of required documentation.
15. Work as a team with Continuum staff to support, enhance and promote communication and consistency in the delivery of services.

Overall staff responsibilities:

1. Take an active leadership role in valuing and promoting different perspectives and opinions and approaches throughout the agency.
2. Take an active role in creating and promoting a culture of Diversity, Equity, and Inclusion.  
3. Remote work available complying with the agency’s policy. 
4. Required to travel regularly throughout the CoC Service area, to all Community Action sites and service locations, and occasionally out of the service area. 
5. Comply with agency and funders’ paperwork requirements and procedures.
6. Attend regularly scheduled supervision and program meetings.
7. Attend mandatory agency trainings and other relevant trainings
8. Participate in professional development activities and team meetings.
9. Maintain strictest confidentiality.
10. Performs related work as required & assigned by Program Director of Continuum of Care.

This does not cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may be adjusted to meet the operational needs of the agency. 

ESSENTIAL QUALIFICATIONS:

• Bachelors in accounting or another related field. 
• Knowledge of Generally Accepted Accounting Principles (GAAP)
• A minimum of two years’ experience of fiscal management. Experience with non-profits preferred. 
• Experience with fund accounting and managing multiple funding sources preferred.
• Experience with state and federal funding (especially HUD funding) & regulatory requirements preferred. 
• Applicants with lived experience (such as experience navigating homelessness or housing instability, preferred
• Applicants with dual language fluency, preferred.
• Additional appropriate education may be substituted for experience or additional directly related experience may be substituted for education

We invite and encourage individuals with lived expertise of the experience of homelessness or representative of community who have experienced systematic marginalization.   

We invite and encourage individuals who are part of a population, which have been systematically denied a full opportunity to participate in aspects of economic, social, and civic life. These communities include Black, Latino, and Indigenous and Native American persons, Asian Americans and Pacific Islanders, and other persons of color; lesbian, gay, bisexual, transgender, and queer (LGBTQ+) persons; persons with disabilities; and persons otherwise adversely affected by persistent poverty or inequality.  

SKILLS REQUIRED:

• Highly organized with ability to work independently and complete assignments in a timely manner.
• Strong fiscal management skills.
• Ability to learn and retain regulatory practices, rules and regulations relating to various funding sources.
• Exceptional time management skills with ability to multitask; ability to work well under pressure, prioritize workload, and meet deadlines.
• Demonstrated ability to work independently with minimal supervision and to complete projects in a timely manner in a fast-paced environment.
• Understanding of data management, data capture, tracking methods, analysis for providing outcome measurements.
• Excellent verbal (in-person and phone) and written communication skills
• Excellent organizational skills. Ability to create and maintain organizational systems for physical space, paper files, and digital storage.
• Proficient with Microsoft Office (Word, Excel, PowerPoint, and Publisher) and database experience.
• Strong Interpersonal skills and ability to work with diverse populations.
• Computer and technological literacy, able to learn new software, databases, website editor, and troubleshoot computer, camera, projector, etc. challenges.
• Must be able to represent program and agency professionally in person, in marketing materials and online presence.
• Accuracy and high attention to detail.
• Sensitivity to cultural and socioeconomic diversity and the needs of individuals with low incomes.

PHYSICAL DEMANDS AND WORKING CONDITIONS:

The physical demands and work environment described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Requires sitting for long periods.
• Working in office environment.
• Some bending and stretching required.
• Extensive use of telephone required.
• Manual dexterity required for use of calculator and computer keyboard.
• Must be able to lift from 15-25 lbs.
• Specific vision abilities required by this job include vision, color vision and the ability to adjust focus.
• The work environment includes indoor office environments or comparable spaces, and community spaces, with occasional exposure to outdoor weather when traveling to outreach or meeting sites. The noise level varies by site.

AA/EOE/ADA

Employment is contingent upon successful completion of Criminal Offender Record check (C.O.R.I.) prior to hire and every three years. Evidence of a good driving record and ability to be covered under Community Action’s non-owned and hired vehicle policy.