AR Associate
April 16, 2025Financial Analyst
April 17, 2025Grant Accounting Manager
The Grant Accounting Manager is responsible for maintaining the grant accounting process including budgets, reconciliations and compliance reporting as well as tracking a grants progress.
Responsibilities
- Manage the full accounting cycle of the grant process, from paying bills to reporting, and ensuring compliance with grant requirements while working with other groups within the organization.
- Monitoring and maintaining reporting schedules and adhering to deadlines.
- Prepare and submit accurate invoices to government agencies and foundations according to grant agreements.
- Monitor and track payments, ensuring timely follow-up on outstanding invoices.
- Work closely with the finance team to reconcile payments and manage cash flow related to grants.
- Extract and analyze data from grant records to create regular and ad hoc reports for internal stakeholders and funding organizations.
- Maintain accurate records and databases of all grant-related activities.
- Provide regular updates to the leadership team on grant-related activities.
- Prepare interim and final reports for funders, detailing the use of funds, project outcomes, and the impact on the community and environment. This includes financial reporting as well as qualitative assessments of project success.
- Regularly monitors and reviews department processes and proposes changes in accordance with federal, state, and agency guidelines.
- Maintains professional internal and external relationships that meet company core values.
- Stay updated on changes in regulations, policies, and best practices related to government and foundation grants.
- Assist with preparation for audits, desk reviews, and other compliance-related activities.
- Extract and analyze data from grant records to create regular and ad hoc reports for internal stakeholders and funding organizations.
- Prepare detailed financial reports, including budget forecasts, actual expenditures, and cost-share calculations.
- Assist with preparing quarterly, annual, and final grant reports as funding organizations require.
- Ensure timely and accurate entry of grant administrative data into external grant reporting systems (for both private and government funders).
- Monitor grant budgets and ensure that expenditures are in line with approved budgets.
- Identify any budget variances or discrepancies and work with relevant stakeholders to adjust and resolve issues.
- Ensure proper documentation and approval of budget modifications, if applicable.
As well as
- Invoice Processing: Manage the full accounts payable cycle, from receiving invoices to ensuring proper approval, coding to appropriate accounts, cost centers, and budgets.
- Expense Tracking: Review daily Credit card charges to be matched with receipts, ensure the expense code correctly.
- Data: Collect monthly data to create scrip collection reports and send monthly farmer redemption reports to WIC. Input Bi-Weekly farmer market scrip reimbursement.
- Payment Processing: Prepare and process payments for approved invoices, ensuring that payment methods (checks, ACH, wire transfers) are utilized appropriately.
- Vendor Management: Maintain an up-to-date vendor database and ensure compliance with all relevant documentation (e.g., W-9s, contracts) to facilitate payments.
- Payroll: Review timecard, process Bi-Weekly, and semi-monthly payroll for approval by management.
- Compliance: Ensure all payments are made in compliance with nonprofit accounting policies, tax regulations, and any specific requirements from funding sources (e.g., grants, restricted funds).
- Account Reconciliation: Reconcile vendor statements to ensure the accuracy of accounts payable transactions, and resolve any discrepancies in a timely manner.
- Monthly Closing: Assist with month-end and year-end closing procedures related to accounts payable, ensuring accurate accruals and reporting.
- Expense Reporting: Assist in preparing reports on accounts payable activities, outstanding liabilities, and aging accounts, providing updates to the controller as needed.
- Requirements
- Bachelor’s degree in accounting, finance or other related degrees
- 3 – 5 years of grant / non-profit experience
- Experience using Karma Suite or similar grant management software and/or financial systems highly preferred
- Familiarity with 2 CFR Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards) nice to have
- Strong administrative skills and self-motivation with the ability to set priorities and manage multiple tasks under minimal supervision in an effective and efficient manner.
- Strong organizational skills and attention to detail, with the capacity to manage multiple projects simultaneously.
- Ability to work independently and as part of a team, demonstrating initiative and problem-solving skills.
- Intermediate to expert skills in Microsoft Office (specifically Word, Excel and PowerPoint).