Reporting to the President, the Chief Administrative Officer will be an instrumental part of the leadership team. They will ensure Detroit Employment Solutions Corporation (DESC) operates with efficiency while complying with its by-laws and regulations associated with local, state and federal funding sources. The CAO is responsible for oversight and management of grants, compliance, procurement and contract functions, and for the identification, development and implementation of new and existing internal policies to support the operation of a world class workforce agency. The Chief Administrative Office is also responsible for supervising other administrative functions including facilities, IT, and project management activities.
DUTIES AND RESPONSIBILITIES:
Procurement and Contracts(2 staff)
• Lead the procurement and contract functions and associated staff in review and advisory capacity
• Oversee procurement of subrecipients, contractors and vendors. Revise and direct procurement process and procurement tools as necessary to promote fair and open competition, consistent and informed evaluation of bidders and innovation and flexibility. Ensure DESC is fully compliant with federal, State of Michigan and local procurement policies.
• Oversee establishment and execution of contracts with selected subrecipients, contractors and other vendors. Revise boilerplate contract language where appropriate and ensure consistency with respect to contract initiation, modification, renewal and termination. Ensure compliance with funding source regulations related to language, content and structure of contracts.
• Solicit help from counsel as needed to resolve issues related to procurement, grants with funders and contracts with subrecipients and subcontractors
• Develop processes and technologies to improve and optimize procurement and contract management functions.
• Deliver the highest quality services that meet the needs/requirements of internal/external customers
Compliance (3 staff)
• Oversee fiscal and programmatic monitoring and compliance of contracts. Manage team responsible for conducting reviews to ensure policies, goals and objectives for compliance are met, audit strategies are appropriate, reviews are timely, and deficiencies are proactively identified.
• Develop plans and procedural changes to resolve and reduce monitoring findings.
• Keep abreast of changes in workforce development legislation; anticipate and adapt procedures to ensure compliance.
• Identify new approaches to monitoring that are cost efficient and highly effective in promoting compliance, programmatic excellence, financial responsibility, and reduced audit findings.
• Develop capacity of program staff to provide technical assistance to subrecipients on programmatic and fiscal rules and guidelines. Develop a technical assistance program that better prepares subrecipients for formal DESC monitoring visits and audits.
Grant Management (1 staff)
• Oversee team that serves as first point of contact for new funds that are distributed to DESC via State of Michigan Policy Issuances, competitive state and federal awards, philanthropic grants, and allocations or transfer of funds from City of Detroit.
• Ensure grant requirements and reporting to funders is consistent, timely and in compliance with federal and state regulations and funding agreements.
• Develop processes, leveraging technology to ensure communications and coordination across stakeholders for new and existing grants.. Develop a process for establishing cross-departmental understanding of scope of work, regulations, performance outcomes, budget and staffing identified or needed for the successful execution of new grants or awards. Develop a process and cadence for responding to draft policies and developing policy summaries when executed.
• Work with program and fiscal staff to prepare reports, which may involve drafting reports, compiling information or, at a minimum, reviewing reports before they are submitted to funding sources.
• Understand and advise on matters related to the workforce system regulations and policies.
Information Technology & Facilities (1 manager & 4 staff)
• Oversee DESC IT infrastructure, system administration, & other tech support staff
• Ensure DESC has the technology to meet the needs of the organization.
• Oversee DESC team responsible for DESC facilities, planning, maintenance and needs
Operational Excellence (1 staff)
• Be open to suggestions and continuous improvement opportunities; Create a learning environment leading to the most efficient and effective work processes
• Anticipate issues and develop strategies to resolve operational concerns, execute on proposed corrective actions and follow up to ensure achieved
• Work across silos to get things done. Breaks down barriers.
• Proactively remain current on nonprofit and quasi-government agency audit best practices and state and federal law regarding nonprofit and MWA fiscal operations.
Other responsibilities as needed
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skills, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions. Must be highly organized and have the ability to manage multiple projects concurrently. Local area travel may be required. Must exhibit professionalism, and the ability to work under pressure and reprioritize to meet deadlines.
EDUCATION and EXPERIENCE:
• A Bachelor Degree is required, with at least five (5) years of related professional experience
• Considerable knowledge of non-profit operations, including board governance, and associated regulations is required. This includes knowledge of the Uniform Guidance for federal grants established by the Office of Management and Budget (OMB).
• Project management experience and skills are required.
• Considerable knowledge of the Workforce Opportunity and Innovation Act, other federal, state and local workforce funding streams and ability to ascertain new laws and regulations is strongly desired.
• Thorough understanding of federal, state and local legislation related to non-profit operations.
• Thorough knowledge of program monitoring principles is highly desired as well as ability to evaluate audit report deficiencies and findings and propose corrective actions.
• Excellent supervisory and management skills.
• Strong organization and interpersonal skills, as well as strong communication skills, both in verbal and written form.
• Must be discrete and professional, particularly when handling confidential information.
SUPERVISORY RESPONSIBILITIES: Yes
LICENSES: Valid State of Michigan Driver’s License – Position requires field work.
OTHER: Background check and drug screen required.
Salary commensurate with experience. Very competitive benefits package including health, dental, vision and life insurance coverage; 401K-retirement plan and more.
Detroit Employment Solutions Corporation (DESC), an Equal Opportunity employer committed to enhancing equity, inclusion, and diversity within the organization. DESC actively seeks applications from women, persons of color, veterans, individuals with disabilities, and other underrepresented groups.