Training Provider Contracts & Compliance Analyst

Description

The South Bay Workforce Investment Board, Inc. (SBWIB, Inc.) is seeking a diligent and detail-oriented Quality Assurance & Compliance Analyst to join our team. The ideal candidate will have experience in contract administration, strong analytical and organizational skills, and the ability to effectively interpret and apply established policies, procedures, and contractual requirements. The Quality Assurance & Compliance Analyst is responsible for overseeing assigned training providers, reviewing and maintaining contracts and related documentation, and conducting evaluations and compliance monitoring activities to ensure adherence to applicable local, state, and federal requirements. This position plays an important role in supporting the effective administration of workforce development programs and maintaining compliance with established organizational and regulatory standards.

Essential Duties and Responsibilities

Under the direction of the Quality Assurance & Compliance Director or designee, the Quality Assurance & Compliance Analyst performs professional-level duties in support of contract administration, training provider oversight, quality assurance, and regulatory compliance activities. Duties include, but are not limited to, the following:

• Review, assist in preparing, and evaluate training provider applications and contract proposals involving public institutions, private vocational schools, nonprofit organizations, and other eligible training providers to ensure compliance with established eligibility criteria, contractual requirements, and organizational procedures.
• Prepare, draft, and process contracts, amendments, and related documentation for assigned training providers, ensuring required information, approvals, and supporting records are obtained.
• Coordinate with prospective and approved training providers and internal staff to clarify application procedures, contractual requirements, and compliance standards; provide technical assistance; obtain necessary documentation; and facilitate timely completion of the contract approval process.
• Assist with contract negotiations and modifications as directed, ensuring proposed terms and changes are appropriately reviewed and approved.
• Maintain accurate and organized contract and provider files, ensuring required documentation remains current, complete, and accessible for monitoring, audits, and administrative review, while tracking applicable deadlines and expiring documentation.

• Conduct assigned site evaluations of prospective training providers to assess eligibility, program operations, facilities, and compliance with established standards.
• Perform routine monitoring visits and compliance reviews of approved training providers to evaluate adherence to contractual obligations, organizational requirements, and applicable local, state, and federal regulations.
• Review training provider records, supporting documentation, and program information to identify discrepancies, deficiencies, or potential compliance concerns.
• Document monitoring activities, findings, and recommendations in accordance with established procedures and reporting requirements.
• Communicate identified deficiencies to management and assist in coordinating follow-up activities and corrective actions with training providers.
• Assist in reviewing and resolving routine complaints, discrepancies, and issues related to training provider contracts, documentation, or performance, referring complex, sensitive, or unresolved concerns to management for further review and direction.

• Maintain and update training provider information in applicable databases and reporting systems, including the Eligible Training Provider List (ETPL), I-TRAIN, and other designated systems.
• Compile quarterly activity reports, monitoring summaries, contract status updates, and other assigned reports related to training provider activities.
• Assist in gathering and organizing records, reports, and supporting documentation for audits, monitoring reviews, and internal quality assurance activities.

• Maintain current knowledge of applicable policies, procedures, program requirements, and regulatory guidance through departmental meetings, training, and professional development activities.
• Assist with the implementation of established quality assurance procedures, monitoring tools, and documentation practices.
• Provide ongoing support to the Quality Assurance Department as needed, and perform other related duties of a similar nature or level as assigned.

Requirements

• Bachelor's degree from an accredited college or university in Business Administration, Public Administration, Workforce Development, or a related field.
• At least one (1) year of professional experience in contract administration, compliance monitoring, workforce development, program administration, or a related field.
• Any satisfactory combination of education, training, and experience demonstrating the knowledge, skills, and abilities necessary to perform the essential duties may be considered. Relevant experience may be substituted for education on a year-for-year basis.
• Reliable transportation, a valid driver’s license, and proof of insurance are required. 
• Ability to travel to training provider locations, organizational facilities, meetings, and training events as required.
• Adherence to organizational policies, procedures, confidentiality requirements, and applicable workplace safety protocols.
• Successful completion of applicable background and reference clearances.

Knowledge, Skills & Abilities

• Knowledge of contract administration principles, compliance monitoring practices, and administrative procedures.
• Ability to interpret and apply established policies, procedures, contractual requirements, and applicable federal, state, and local regulations governing workforce development programs and training provider contracts.
• Strong analytical, organizational, and problem-solving skills, with attention to accuracy and detail.
• Ability to review documents, identify discrepancies, and prepare clear and accurate written reports.
• Effective verbal and written communication skills, including the ability to interact professionally with training providers, staff, and external partners.
• Proficiency in Microsoft Office applications, electronic databases, and other computer systems used for documentation, reporting, and record management.
• Ability to organize and prioritize multiple assignments, manage deadlines, and maintain accurate records.
• Ability to exercise sound judgment, maintain confidentiality, and recognize matters requiring supervisory guidance or escalation.
• Ability to work independently within established guidelines and collaboratively with departmental staff and other stakeholders.

Role Expectations

• This role requires a consistent and engaged in-person presence to support training provider evaluations, contract administration, compliance monitoring, coordination with internal staff and external partners, and secure document collection and file maintenance in accordance with organizational, regulatory, and audit requirements. 
• These responsibilities constitute essential functions of the position, and eliminating or fundamentally altering them could compromise the effective performance of the role. Individuals accepting this position acknowledge their understanding of these requirements and their ability to perform the essential duties as described.

Working Conditions

• Duties are performed in person at SBWIB offices, training provider locations, and other assigned business sites, as necessary to fulfill the responsibilities of the position.
• Duties include walking, standing, sitting, occasional lifting and bending, and travel to training provider sites or other business locations as necessary to fulfill assigned responsibilities.
• Employees are required to follow applicable workplace health and safety protocols, including wearing protective equipment when necessary (e.g., masks, gloves, etc.) and complying with protective measures established by SBWIB and applicable City, County, State, or Federal authorities. Such measures may change based on current health and safety conditions, declared emergencies, or the specific functions of the position. 
• Must be able to manage multiple priorities, work under pressure, and meet deadlines related to program performance, funding requirements, and organizational initiatives.

Note: This job description is intended to describe the general nature and level of work performed by an individual in this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Management reserves the right to modify, add, or remove duties as necessary to meet organizational needs. Nothing in this job description constitutes a contract of employment.

Pay & Benefits:

This is a full-time, non-exempt position (40 hours/week), generally with a starting pay rate of $25.03 - $31.19 per hour, commensurate with experience. SBWIB, Inc. offers a comprehensive employee benefits package, which includes:

• 75% insurance premium coverage for medical, dental, and vision plans for employee-only
• Sick and vacation time
• 14 Paid holidays
• 401k plan with a superb employer match %
• $15,000 Life Insurance policy paid for by the employer
• Voluntary supplemental benefits
• Eligibility for Public Service Loan Forgiveness (PSLF)

Employees are eligible to enroll in the company's health benefits package on the first of the month after completing 60 days of employment.