Grants Specialist

Grants Support Specialist

Under supervision of the Associate Director of Operations, provides accounting and administrative support for financial activity and reporting of all federal, state and local grant awards. Provides accounting support to the Accounting Department staff to ensure fiscal compliance. Work often involves problem solving, investigative activities and analysis as well as interaction with internal staff, provider staff and grantor staff.

Essential duties and responsibilities include:

• Ensure compliance with all governing and oversight policies such as but not limited to: ADM Board, State agencies, Federal agencies, etc.
• Research and recommend planning and procedural changes related to specific grant and/or allocation of a specific grant.
• Identify compliance provisions within the grant contract; monitor and respond to possible risks that could threaten the contract or grant stability.
• Communicate with management team, contract provider staff and grant representatives. Attend meetings with provider agencies and staff to address the grant and/or concerns with the contract, problem resolution and education.
• Work amiably and cooperate with co-workers and the community.
• Work assigned schedule, exhibit regular and predictable attendance, and work overtime as required to meet workload demands.
• Complete and all additional duties as requested or assigned.

Fiscal:

• Review and audit grant disbursements in accordance with all policies and procedures.
• Work with the Associate Director of Operations and Accounting Department staff to prepare invoices and bill grantor agencies.
• Manage, monitor and track all federal, state and local grant expenses for fiscal compliance in coordination with the Accounting Department staff.
• Work jointly with clinical and accounting staff to develop budgets and financial reporting documents for the proposal of new grants as well existing grants.
• Assist in facilitating on-line grant submission(s) including on-line grant reporting.

Other duties and responsibilities:

The listing of duties and requirements listed in this description should in no manner imply that these are the only responsibilities to be performed by the employee who fills this position. Duties, responsibilities and activities may change at any time, with or without notice. The outline of responsibilities above may vary without materially changing either the job classification or pay grade.

Scope of supervision: This position has no supervisory responsibilities.

Equipment operated: Computer; copier; printer; telephone and other standard office equipment/software.

Contacts with others: Community, County, State and ADM Board Service Providers' representatives, vendors, auditors, clients, general public.

Confidential data: Maintains confidentiality of sensitive records and treatment information, client files and protected health information in compliance with Health Insurance Portability and Accountability Act (HIPAA), and established procedures.

Working conditions: Work is performed in a typical office environment with minimal exposure to dirt and dust and occasional exposure to outdoor temperatures. The noise level in the work environment is usually quiet and occasionally moderate with typical office sounds and conversations of others able to be heard throughout the office area.

Physical demands / work environment: While performing the duties of this job the employee frequently exhibits manual dexterity when working on the computer, and frequently talks and hears when working with job contacts. The employee frequently sits for extended periods of time, and occasionally stands and walks. Vision demands include close, relatively detailed vision, with the ability to adjust focus when typing and reading a computer screen and documents.

Ability to safely and successfully perform the position's essential duties and responsibilities consistent with ADA, Family Medical Leave Act (FMLA) and other federal, state and local standards, including meeting qualitative and quantitative productive standards. Ability to maintain regular, punctual attendance consistent with ADA, FMLA and other federal, state and local standards. Must be able to occasionally lift and carry up to 15 pounds. Must be able to listen and speak clearly on the telephone.

Knowledge, skills and abilities:

• Knowledge of accounting principles and practices; financial reporting; payroll administration; grant and budgetary compliance, standard office practices and procedures.
• Ability to perform detailed work with numerical data; accurately post information to reports; work independently; develop and maintain effective working relationships with job contacts; maintain confidential and sensitive information.
• Skill in performing mathematical calculations including decimals, percentages and fractions; data entry and general typing; application of Microsoft Office software including Word and Excel; Kronos, and other job software such as Kronos Timekeeping Management System; operation of standard office equipment; verbal and written communications.

Qualifications:

An appropriate combination of education, training, course work and experience may qualify an applicant to demonstrate required knowledge, skills, and abilities. An example of an acceptable qualification is:

• Bachelor's degree in Accounting, Business or a related field. Three to five years of fiscal experience in an office setting, preferred.
• Knowledge of managing multiple grants preferred.
• Intermediate proficiency in Microsoft Office 365 software, specifically Excel.
• Ability to document identity and employment eligibility within three (3) days of original appointment as a condition of employment in compliance with Immigration Reform and Control Act requirements.

Professional licensure or certification requirement: This position does not require a professional license or certification.

Certifications: A valid driver's license and current automobile insurance.