Compliance & Quality Assurance Coordinator

Scope

The Compliance & Quality Assurance Coordinator is responsible for supporting program compliance, quality assurance, procurement compliance, budget reconciliation, and monitoring activities for Weatherization, Home Repair, Conservation, and related housing programs. This position ensures that client files, contractor activities, financial transactions, and program operations comply with federal, state, local, and agency requirements. The Coordinator conducts routine compliance reviews, tracks corrective actions, monitors contractor and procurement documentation, and assists in preparing for audits and monitoring reviews.

The Compliance & Quality Assurance Coordinator works closely with Program Managers, Finance, Procurement, Quality Control Inspectors, and contractors to promote program integrity, regulatory compliance, and continuous quality improvement.

Essential Duties and Responsibilities

Program Compliance & File Review

• Conduct routine reviews of client files to ensure compliance with program guidelines and funding source requirements.
• Verify eligibility documentation, income verification, environmental reviews, energy audits, work orders, inspections, and completion documentation.
• Monitor compliance with DOE Weatherization Assistance Program (WAP), LIHEAP, DOE, Deferral, Conservation, and other funding requirements.
• Maintain compliance tracking systems and monitoring logs.
• Identify compliance deficiencies and assist with corrective action implementation.
• Ensure required documentation is maintained in agency databases and file management systems.

Quality Assurance Activities

• Support quality assurance processes to ensure program standards are consistently met.
• Review job documentation for accuracy, completeness, and regulatory compliance.
• Track quality assurance findings and corrective actions.
• Assist in maintaining quality control procedures and internal compliance checklists.
• Monitor adherence to Standard Work Specifications (SWS), Michigan Field Guide requirements, and agency policies.

Budget Reconciliation & Fiscal Compliance

• Assist with monthly reconciliation of job costs and grant expenditures.
• Review invoices, purchase orders, and supporting documentation for compliance with funding requirements.
• Monitor expenditures against approved budgets and funding allocations.
• Assist with tracking obligated and expended funds.
• Prepare reports and supporting documentation for management and funding agencies.

Procurement & Contractor Compliance

• Monitor contractor procurement files to ensure compliance with agency and funding source requirements.
• Verify contractor licenses, insurance, certifications, and required documentation.
• Audit procurement and contractor compliance records.
• Assist with bid evaluations, procurement documentation, and contract administration activities.
• Monitor contractor performance documentation and compliance with contract requirements.
• Track procurement timelines and contract renewals.

Monitoring & Audit Support

• Assist in preparing for federal, state, and internal monitoring reviews.
• Compile documentation requested during audits and monitoring visits.
• Maintain monitoring files and compliance records.
• Track audit findings and corrective action plans.
• Assist with implementation and follow-up of corrective actions.

Reporting & Data Management

• Maintain accurate compliance, procurement, and quality assurance records.
• Prepare compliance reports, dashboards, and performance summaries.
• Review program data for accuracy and completeness.
• Support data validation and reporting activities.

Training & Continuous Improvement

• Assist with compliance training and technical assistance for staff and contractors.
• Help develop and update policies, procedures, and compliance tools.
• Recommend process improvements to strengthen internal controls and operational efficiency.
• Promote a culture of accountability, quality, and continuous improvement.
• Perform work in a professional manner that upholds Wayne Metro’s policies and procedures.
• Other duties as assigned.

Physical Requirements and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This job operates in a professional office environment with a usually quiet noise level. This is largely a sedentary role and the employee must occasionally lift and/or move up to 25 pounds. While performing the duties of this job, the employee is regularly required to sit, frequently use hands and to talk or hear.