Grants Coordinator

One of our top non-profit clients is looking for an add to staff Temporary Grants Coordinator for the following:

Position Title: Temporary Grants Coordinator

Schedule: Generally Monday through Friday, 35 hours per week. Work days and hours may shift depending on scheduling needs; typical schedule will be 10:00 a.m. to 6:00 p.m.; flexibility required. This position is classified as a hybrid role with a minimum of 3 days onsite per week, with Thursdays as a staff-wide in-person day.

Location: Union Square Area, NYC

Rate: $33-35/hr

Dates: starting ASAP through August 2027

Summary: The Temporary Grants Associate works closely with the Managing Director of Contracts and Finance Administration to manage the fiscal administration of a portfolio of public and private funding. Key responsibilities include data entry, tracking expenditures, providing general grant administration support, collaborating with program partners, preparing financial and progress reports, and helping to maintain compliance with grant regulations.

Essential Duties and Responsibilities:

• Grant Accounting & Month-End Close
• Assist with the monthly close process, including the preparation of monthly journal entries, supporting schedules, and general ledger reconciliations.
• Prepare monthly grant release and accrued revenue entries.
• Perform regular budget-to-actual variance analysis.
• Collaborate with Program and Grants teams to implement solutions that keep grant spending on track.

Invoicing, Reimbursements & Compliance:

• Assist in the completion of monthly, quarterly, and annual vouchers, reimbursement requests, and financial reports for public and private funding agencies in compliance with contract terms.
• Draft and submit grant drawdown requests, reimbursement vouchers, and invoices along with complete supporting documentation (e.g., payroll logs, vendor receipts, general ledger reports).
• Gather and organize receipts, payroll documentation, and expenditure data for invoicing, reimbursement, and audit purposes.
• Reconcile grant revenue, accounts receivable, and expenditure accounts against general ledger balances.
• Monitor outstanding government receivables monthly and assist with collections and reconciliation.

Audit Support & Record Maintenance:

• Maintain financial records across government portals (e.g., SAM.gov, Payment Management System [PMS], ASAP, state/city accounting portals).
• Organize and maintain digital repositories of official grant and contract files, award agreements, modifications, and correspondence.
• Track reporting deliverables and proactively notify program and grant teams of upcoming programmatic and financial deadlines.
• Perform other duties as assigned.

Position requirements:

• Bachelor's degree; or equivalent professional experience. Bachelor's degree in finance or nonprofit management is a plus.
• Two (2) to four (4) years of relevant accounting or grants management experience. Experience in restricted funds accounting is a plus.
• Prior government grants and contracts experience is a plus.
• Experience with Excel and/or Google Sheets required.
• Familiarity with various accounting systems (e.g., Sage Intacct).
• Strong analytical and problem-solving skills.
• Excellent organizational, communication, and interpersonal skills are essential.
• Customer service oriented.
• Must be detail-oriented and be able to handle multiple projects simultaneously with adherence to deadlines.