Senior Program Quality Analyst

Job Description

Job Description Senior Program Quality AnalystJOB SUMMARY

The Senior Program Quality Analyst supports agency-wide program quality assurance, contractual compliance, audit readiness, and program-related financial oversight. The position conducts internal audits and fiscal compliance reviews; monitors program documentation, expenditures, service delivery, and performance; and develops expense trackers, auditing tools, and other systems that strengthen accountability and compliance.

Reporting to the Director, Program Quality, the Senior Program Quality Analyst serves as a technical resource and financial liaison among the Programs, Finance, Contracts and Compliance, and Data and Quality Assurance departments. This is a leadership position that may coordinate assigned projects and review activities but does not supervise employees.

ALLOCATION STANDARDS

Positions allocable to this professional classification report to the Director, Program Quality and perform analytical and technical assignments involving program quality assurance, internal auditing, contract compliance, expense monitoring, and financial coordination. Position incumbents independently conduct scheduled and risk-based reviews, interpret contractual and fiscal requirements, identify areas of concern, and recommend corrective actions.

Positions in this classification do not have formal supervisory responsibility. Incumbents may coordinate quality assurance projects, facilitate review activities, provide technical guidance, and train program staff. These responsibilities do not include hiring, performance evaluations, disciplinary actions, approving time off, or other personnel-management functions.

Assignments require incumbents to examine program records, case files, reports, invoices, budgets, financial reports, data systems, and supporting documentation for accuracy, completeness, timeliness, and compliance. Incumbents use Google Workspace, Microsoft Office, and agency-specific systems to develop and maintain audit workpapers, monitoring tools, expense trackers, spenddown reports, corrective action logs, and related documentation.

Program Quality Analysts exercise discretion when handling confidential client, employee, financial, and contractual information. At this level, incumbents perform complex analytical and administrative assignments that support consistent service quality, fiscal accountability, contractual performance, audit readiness, and continuous quality improvement.

EXAMPLES OF DUTIES

• Conducts scheduled, risk-based, and targeted internal audits of program records, case files, fiscal documentation, operational processes, and contractual deliverables.

• Develops audit plans, review schedules, sampling approaches, checklists, workpapers, documentation standards, and reporting templates.

• Reviews program documentation and information entered into the Homeless Management Information System (HMIS) or comparable systems for accuracy, completeness, timeliness, and compliance with agency and funder requirements.

• Interprets contracts, scopes of work, approved budgets, funder manuals, program policies, and other governing documents to determine applicable operational, documentation, reporting, and fiscal requirements.

• Translates contractual and fiscal requirements into practical monitoring tools, procedures, checklists, and guidance for program staff and leadership.

• Develops and maintains expense trackers, budget monitoring workbooks, spenddown reports, forecasting tools, audit logs, and other fiscal oversight resources using Google Sheets, Microsoft Excel, and agency financial systems.

• Monitors program expenditures against approved budgets, contract periods, spending plans, and available funding.

• Analyzes spending patterns and prepares projections to identify potential underspending, overspending, allocation discrepancies, unsupported expenses, or other fiscal risks.

• Reconciles program-maintained expense information with Finance Department reports, invoices, general ledger information, reimbursement records, and supporting documentation.

• Reviews expenses for consistency with approved budgets, contract requirements, agency policies, funding restrictions, and documentation standards.

• Identifies transactions requiring additional documentation, correction, reclassification, or further review and coordinates follow-up with appropriate program and Finance staff.

• Serves as a financial liaison between assigned programs and the Finance Department to support accurate expense tracking, resolution of discrepancies, and shared understanding of fiscal requirements.

• Supports the preparation and review of reimbursement packages, invoice-support documentation, fiscal reports, and other contract-related financial submissions.

• Documents audit and monitoring results in clear written reports that identify the requirement reviewed, condition observed, associated risk, recommended corrective action, responsible party, and expected completion date.

• Communicates audit findings and fiscal concerns to program leadership, the Director, Program Quality, and other internal stakeholders in a clear, objective, and constructive manner.

• Develops corrective action plans and tracking systems and conducts follow-up reviews to verify that identified concerns have been resolved.

• Performs root-cause and trend analysis to identify recurring documentation, reporting, operational, performance, or fiscal concerns and recommend sustainable improvements.

• Prepares reports, dashboards, presentations, and briefing materials regarding program quality, fiscal performance, audit findings, corrective actions, and compliance status.

• Coordinates with the Contracts and Compliance Department to clarify requirements, monitor contractual deliverables, and address identified areas of risk or noncompliance.

• Collaborates with the Data and Quality Assurance team to validate reported outcomes, resolve data discrepancies, and strengthen alignment between service documentation, performance reporting, and contractual expectations.

• Prepares programs for funder monitoring visits, desk reviews, external audits, and contract assessments by organizing documentation, responding to information requests, participating in review activities, and tracking required follow-up.

• Provides technical assistance and training to program staff regarding quality standards, documentation requirements, expense tracking, audit readiness, corrective actions, and related policies and procedures.

• Coordinates assigned quality assurance projects, fiscal monitoring activities, workgroups, timelines, documentation requests, and follow-up activities without exercising formal supervisory authority.

• Develops and updates standard operating procedures, desk guides, review protocols, templates, forms, and agency-wide practices related to program quality and fiscal compliance.

• Evaluates existing monitoring and operational processes and recommends changes that improve accuracy, consistency, efficiency, accountability, and ease of use.

• Visits program sites as necessary to conduct reviews, observe operational practices, gather documentation, and provide technical assistance.

• Keeps current on relevant funder requirements, contractual changes, agency policies, quality assurance practices, and program documentation standards.

• Performs other related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of quality assurance principles and practices, including internal auditing, monitoring, documentation review, corrective action planning, root-cause analysis, and continuous quality improvement.

• Knowledge of nonprofit or human services program operations, including case management documentation, service delivery standards, participant confidentiality, performance reporting, and contract compliance.

• Knowledge of basic accounting, budgeting, expense monitoring, financial reconciliation, forecasting, and grant or contract fiscal compliance principles.

• Ability to read,