Specifications include, but are not limited to: Grant Administration i. Collaborate with the City and to develop standardized materials for Phase 2 Program implementation, including guidelines, eligibility criteria, and application forms. ii. Manage the application intake process, reviewing applications for eligibility and selecting program participants in coordination with program partners. iii. Serve as an escrow agent for the grant funds, ensuring proper handling, disbursement, and accounting of funds in accordance with program guidelines and regulatory requirements. iv. Develop and maintain comprehensive records of all grant activities, including applications, disbursements, and expenditure reports. Monitoring v. Monitor the usage of awarded grants by conducting regular reviews of grantee expenditure reports and supporting documentation. vi. Perform on-site visits and desk reviews to verify the accuracy and completeness of reported activities and expenditures. vii. Implement risk-based audit procedures to assess compliance with program requirements and identify areas of concern or non-compliance. viii. Provide ongoing technical assistance and guidance to grant recipients to address any compliance issues or challenges. Reporting ix. Prepare semi-annual reports detailing the total number of grants administered, services received or purchased by grantees, and overall program outcomes and impact. x. Grant the City access to all program administration documentation, including grantee records, financial reports, and compliance findings. xi. Ensure timely submission of all required reports and documentation in accordance with the terms and conditions of the contract. xii. Revise reports as necessary based on feedback from the City until they are found satisfactory and accepted. Retention/Repository xiii. Retain all program documentation, including applications, agreements, financial records, and correspondence, in accordance with applicable record retention policies and legal requirements. xiv. Establish secure data storage and backup procedures to protect sensitive information and ensure data integrity and confidentiality. xv. Provide access to program records and documentation upon request by the City or authorized regulatory authorities, maintaining proper documentation of all disclosures and access.
