Program Compliance Officer
Church World Service, Inc.

Position Title: Program Compliance Officer

Reports To: Associate Director of Welcome

Team: Immigration and Refugee Program

Location: Lancaster, PA

Grade level: 6E

Compensation: $55,250 - $65,000

FLSA Status: Exempt

Church World Service does not discriminate on the basis of race, color, national origin, sex, sexual orientation, religion, age, disability or veteran status in employment or in the provision of services.

Primary Purpose:

The Program Compliance Officer is responsible for ensuring that CWS-LN welcome programs (Reception and Placement – R&P, Matching Grant – MG, and others) adhere to government regulations in the disbursement of direct aid to clients and in other programmatic requirements, avoiding missteps that could result in hefty fines, legal ramifications and reputation damage. The position also ensures that welcome area employees are following internal compliance policies - in particular, CWS-Lancaster per-capita disbursement policy and MG in-kind collection policy. The position reports directly to the Associate Director of Welcome and works closely with the resettlement supervisor and resettlement case managers, to ensure the timely and accurate disbursement and tracking of direct aid and special funds to resettlement clients, and the accurate documentation and reporting of in-kind match under the Matching Grant program. Excellent attention to detail and superior analytical skills are important traits for this position.

Essential Duties

1. Coordinates, reviews, and updates existing per-capita disbursement policies and procedures, as well as other program compliance policies.

2. Manages the ongoing review of materials and communication tools to ensure welcome area staff meet compliance requirements in the disbursement of direct aid to clients.

3. Develops and updates a tracking system to record direct aid expenditures for each case served under the R&P and MG programs.

4. Develops and updates a tracking system to record community match received by each case enrolled in the MG programs.

5. Receives R&P and MG direct aid requests from resettlement staff twice a week and cuts checks. Records direct aid requests in client financial tracker and QuickBooks.

6. Produces QuickBooks reports on direct aid expenses weekly, including R&P, R&P Flex, MG, and other Special Funds.

7. Analyzes data on direct aid reports, tracking the yearly progress of pooled funds (Flex, MG) spending. Informs the Associate Director of Welcome and resettlement staff on trends in pooled funds spending, and advises on corrective action if needed.

8. Tracks individual cases’ direct aid expenditures to ensure R&P funds are fully disbursed to clients before the 90-day timeline, and that MG funds are disbursed before the 240-day timeline. Informs the Associate Director of Welcome and resettlement staff of existing balances when clients are approaching those timelines.

9. At the request of the Associate Director of Welcome, produces customized reports on CWS-LN’s use of direct aid to clients and synthesizes direct aid data for other internal uses.

10. Records and tracks all in-kind and financial matching contributions under the MG program monthly. Informs the Associate Director of Welcome and resettlement staff of trends in match gathering, highlights cases that are behind with match collection, and advises on corrective action.

11. Advises the Associate Director of Welcome on CWS-LN per-capita disbursement policy, including any changes and corrective actions needed to ensure compliance with requirements as outlined in the cooperative agreements with funders.

12. Assists in the conduction of CWS-LN audits and interprets resulting reports.

13. Facilitate remediations of audit findings by training staff to make course corrections and prevent future violations.

Common Duties:

1. Proactively coordinates and works in tandem with other staff in the Welcome area, promoting effective communication and ensuring timely corrective action is taken on direct aid disbursement and in-kind match collection issues when needed.

2. Effectively uses technology to maximize efficiency and quality of work, especially in the development of innovative and precise tracking systems.

3. Attends weekly meetings with supervisor and other agency staff.

4. Undertakes other duties as assigned.

Qualifications:

Education: Required - Minimum education bachelor’s degree and at least 2 years’ experience in refugee services or related field.

Experience/Background: The ideal candidate will have a demonstrated commitment to excellence with a track record that includes close attention to detail, strong organizational skills, familiarity with QuickBooks, and superior knowledge of Excel. Proven capacity to analyze large sets of numerical data is a must.

Special Requirements

• Fluency in English required

• Must be able to pass an FBI background check

• CWS’ U.S. COVID-19 Vaccination Policy requires all new staff to provide proof of COVID-19 vaccination as soon as reasonable, no longer than 60 days of employment. Any employee who is pregnant, who is nursing, who has a disability, or who has a medical condition that prevents them from safe vaccination, or who rejects vaccination because of sincerely held religious beliefs, may contact the CWS Benefits Administrator to request reasonable accommodation as defined by the Equal Employment Opportunity Commission (EEOC)

CWS offers a competitive benefits package that includes:

• 403 (b) Retirement Plan

• Medical, Dental and Vision Insurance

• Generous Paid Time Off

• Life Insurance and AD&D

• Long Term and Short-Term Disability

• Employee Assistance Program (EAP)

• Health Savings Account

• Flexible Spending Accounts