Grant Administration i. Collaborate with the City to develop standardized materials for Phase 2 Program implementation, including guidelines, eligibility criteria, and application forms. ii. Manage the bookkeeper grantee application intake process, reviewing applications for eligibility and selecting program participants in coordination with program partners. iii. Manage bookkeeper requests for client software upgrades needed to ensure labor law compliance. iv. 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. v. Develop and maintain comprehensive records of all grant activities, including applications, disbursements, and expenditure reports. Bookkeeping Services vi. Identify and supervise 4-6 bookkeepers to offer bookkeeping services to eligible small business clients in Minneapolis for the purposes of ensuring labor law compliance, including assistance with financial recordkeeping, expense tracking, budget management, and payroll systems and setup. vii. Conduct periodic reviews of grantee bookkeeper financial and client engagement records to ensure compliance with program requirements and facilitate timely reporting. viii. Provide training workshops or webinars on payroll best practices, including recordkeeping requirements, payroll tax reporting, and employee classification. Monitoring ix. Monitor the usage of awarded grants by conducting regular reviews of grantee expenditure reports and supporting documentation. x. Perform on-site visits and desk reviews to verify the accuracy and completeness of reported activities and expenditures. xi. Implement risk-based audit procedures to assess compliance with program requirements and identify areas of concern or non-compliance. xii. Provide ongoing technical assistance and guidance to grant recipients to address any compliance issues or challenges. Reporting xiii. Prepare monthly reports detailing the total number of grants administered, services received or purchased by grantees, and overall program outcomes and impact. xiv. Grant the City access to all program administration documentation, including grantee records, financial reports, and compliance findings. xv. Ensure timely submission of all required reports and documentation in accordance with the xvi. terms and conditions of the contract. xvii. Revise reports as necessary based on feedback from the City until they are found satisfactory and accepted. Retention/Repository xviii. Retain all program documentation, including applications, agreements, financial records, and correspondence, in accordance with applicable record retention policies and legal requirements. xix. Establish secure data storage and backup procedures to protect sensitive information and xx. ensure data integrity and confidentiality. xxi. Provide access to program records and documentation upon request by the City or authorized regulatory authorities, maintaining proper documentation of all disclosures and access.
