Accounting/Grant Manager

Job Description

Job Description

Description:

Position Summary:

The Senior Accounting Coordinator is responsible for preparing grant-related program billings and reimbursement requests in accordance with applicable grantor and program requirements. This position extracts financial information from the general ledger and compares expenditures and revenues against approved grant and program budgets to ensure accuracy, compliance, and proper financial reporting. The Senior Accounting Coordinator is also responsible for securing and recording revenue by verifying and posting receipts, identifying and resolving account discrepancies, and maintaining accurate financial records. Additionally, this position oversees purchasing/procurement and management activities to ensure expenditures remain within approved budgets, applied to proper programs & accounts, and comply with organizational policies and applicable grant requirements.

Duties And Responsibilities:

Grant Budget Development

• Assist team with budget development & monitoring within grant requirements 

Grants Billing Processing

• Maintains spreadsheets and tracking systems related to grant and program billing.
• Prepares and submits grant and program billings, invoices, and required supporting documentation, including receipts, statements, purchase orders, and other documentation, through the appropriate agency websites.
• Assists with coding grant payment checks to the appropriate program and invoice number.
• Creates and enters updates to grant tracking spreadsheets to ensure accurate and current information.
• Maintains an organized filing system for all grant and program billing documentation, including contracts, billing statements, accruals, adjustments, payment checks, financial statements, correspondence, and other supporting records for quick reference.
• Follows up with county agencies and grantors regarding outstanding payments and reimbursement requests.

Data Entry & Financial Reporting

• Prepare monthly and annual cost reports, reimbursement reports, and other financial reports as required.
• Prepares invoices for all assigned contracts.
• Prepares month-end journal entries related to billing, claims, and grant/program revenue.
• Oversees and maintains contribution worksheets to ensure accuracy and completeness.
• Extracts financial information from the general ledger and compares actual expenditures and revenues to approved grant and program budgets.

Customer Service & Program Support

• Works closely with program staff to monitor grant and program budgets against actual expenses.
• Provides the CFO, or designee, and Program Directors with billing information, financial statements, budget-to-actual reports, and other financial reports as requested.
• Respond promptly and professionally to telephone and email inquiries regarding grants, contracts, reimbursements, and program billings.
• Assists with preparation for grantors, agency, and other financial site visits and audits.

Document & Grant Management

• Tracks grant and contract agreements, renewal dates, reporting requirements, billing deadlines, and grant schedules.
• Maintains and updates spreadsheets, billing records, accounting forms, and other grant-related documentation.
• Ensure grant and billing documentation is complete, accurate, organized, and readily available for reporting and audit purposes.

Purchasing & Budget Oversight

• Oversee purchasing activities related to assigned grants and programs to ensure compliance with approved budgets and organizational policies.
• Review expenditures and purchasing activity to ensure costs are allowable, properly documented, and appropriately allocated to the applicable grant or program.
• Identifies and resolves discrepancies between general ledger activity, grant budgets, billing records, and supporting documentation.
• Follow established policies and grantor requirements regarding purchasing, billing, reimbursement, and financial reporting.

Other Duties

• Assist with special projects and other financial initiatives within the Finance Department.
• Performs other duties and responsibilities as assigned.

Requirements:

Qualifications:

• Knowledge of general accounting principles, A/P and A/R invoicing methods and aging processes.
• Proficiency with MS Office Suite: Word, Excel, and PowerPoint
• Must have advanced skills in Excel, including the ability to create pivot tables.
• Organizational skills and attention to detail.
• Ability to multitask and work well under due date deadlines.
• Ability to react to change productively and handle other essential tasks as assigned.
• Ability to deal with government accounting representatives in resolving collection issues.

Minimum Education and Experience:

• Minimum of an Associate’s degree (AA) in Business Administration, Accounting, Finance, or a related field, with at least 1 year of relevant accounting experience. Alternative to education would be a minimum of 2 years’ experience in bookkeeping or as an accounting clerk.

• Experience with non-profit fund accounting preferred.

Special Conditions of Employment:

• Valid Driver’s License, a working motor vehicle, and proof of current vehicle insurance.
• Undergo and successfully pass a State of Michigan LIEN Check and Central Registry Clearance.
• Negative TB Test upon hire with follow-up TB tests as required by Caring Connection policy.
• Undergo a background check with no recent felony convictions and no abuse/neglect convictions. 
• Must have the ability to work a flexible schedule.