Compliance Specialist

RATE + BENEFITS
-$36.05-38.46/hr DOE+ Incentive Bonus
-Monday-Friday Day Shift
-6+ weeks paid time off first year, 8+ weeks thereafter (Paid time off encompasses sick, vacation, and holidays)
-Medical, dental, vision, life insurance benefits + more!

NUTS + BOLTS

COTS is seeking a highly motivated Compliance Specialist to join our growing organization. The Compliance Department function at COTS includes oversight of funding received from institutional entities including private foundations, corporations, local, state, and federal governments, including Medi-Cal CalAIM funding. This position ensures that all program areas and the organization remain compliant with contractual requirements through the effective management, review, interpretation, analysis, and administration of government and private funder contracts.

The Compliance Specialist collaborates and maintains healthy relationships with our funders, program leadership, and the fiscal team as well as COTS’ executive team. Key elements of this role are the development and monitoring of the organization’s compliance program, timely and accurate reporting to our funders, routine assessments of program performance to contractual requirements, and staff training on compliance policies to foster a culture of compliance within the organization. This position will adhere to the strategic plan of the organization.

ESSENTIAL DUTIES

• Supports the development, maintenance, and monitoring of a comprehensive compliance program for the organization.
• Develops, implements, and monitors policy and procedures ensuring they are aligned with COTS’ best practices and followed by staff.
• Supports the agency’s Compliance Committee by preparing meeting agendas, presentations, reports, meeting minutes, and follow-up action items.
• Monitors documentation quality, reporting, workflow compliance, and data integrity.
• Assists with COTS’ CalAIM billing and monitoring processes by reviewing documentation, identifying trends, and partnering with billing staff to improve accuracy and provide support
• Develops compliance reports and presentations for leadership and regulatory reviews.
• Develops and maintains a comprehensive calendar of all funders’ reporting deadlines, audits, and required meetings.
• Coordinates regular internal file audits and make recommendations to impacted staff.
• Provides staff education and training on documentation standards, regulatory requirements, and new workflows.
• Collaborates with program leadership, quality improvement, finance, and operations to strengthen organizational compliance.
• Participates in short and long-term organizational strategic planning, including the development of organization-wide and department goals, strategies, key metrics and strategic outcomes, including leading initiatives to improve programs’ effectiveness.
• Assists in the development of new programs and grants to ensure compliance practices are included.
• Monitors regulatory changes and recommend revisions to agency policies, workflows, and documentation standards.
• Communicates regularly with program leaders and managers, and finance on compliance-related matters.
• Collaborates with the Associate Director of Compliance and COO to strengthen compliance efforts within the organization to improve accountability, and ensure appropriate policies and procedures are in place.
• Always adheres to HIPAA privacy and security protocols.
• Other duties as assigned.

QUALIFICATIONS

• Minimum 5 years of experience in non-profit programs and grants management.
• Minimum 3 years of experience in quality assurance and compliance.
• Strong knowledge and understanding of contractual requirements for federal, state, and local funders.
• Experience overseeing government and private contracts compliance with legal and regulatory requirements, including reviewing and setting standards for company policies and procedures.
• Knowledge of relevant laws, regulations, and industry best practices.
• Proficient in electronic health record (EHR) systems (such as InSync, HMIS).
• Ability to work independently and as part of a team, collaborating with other departments to develop and implement compliance strategies and policies.
• Excellent data management skills and attention to detail.
• Experience in housing, homeless services, or social services are desirable.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office; Word, Excel, PowerPoint, and Outlook, HMIS, and EHR Systems
• Strong skills in organization, analysis, and time management.
• Ability to write accurately and persuasively.
• High degree of accountability and attention to detail.
• Able to self-direct and work independently to identify and solve problems.
• Ability to understand and interpret budgets and spreadsheets.
• Ability to create and monitor multiple program dashboards

EDUCATION

Bachelor’s Degree (B.A. or B.S.) or higher in public administration, data analytics or related field preferred; or a minimum of 5 years of progressively responsible experience in non-profit operations, compliance, and quality assurance

LANGUAGE, MATH & REASONING SKILLS

Ability to read, analyze, and interpret the most complex documents. Ability to respond effectively to time-sensitive projects. Ability to write persuasive grant applications using original or innovative techniques or style. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations, including budgeting. Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in written or diagram form and deal with several abstract and concrete variables.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid Driver’s License, access to personal insured vehicle, and acceptable motor vehicle report required.

PHYSICAL DEMANDS

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear; use hands to finger, handle, or feel objects, tools, or controls. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, crawl, climb or balance. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually moderate but may be noisy at community functions.

This position’s primary location is 900 Hopper Street, Petaluma. Telecommuting up to three days per week may be optional depending upon client, colleague, and supervisor needs.

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COTS is a drug and alcohol-free workplace environment. COTS is committed to its mission, principles and values and expects the same dedication from its employees. Integrity, Respect, Collaboration, Celebration and Outcomes are the cornerstone of all that we do and how we measure ourselves as an organization. COTS is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status.

Job Type: Full-time

Pay: $36.05 - $38.46 per hour

Benefits:

• 403(b)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Mileage reimbursement
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Work Location: Hybrid remote in Petaluma, CA 94952