Grants Accountant I

Job Description

Job Description

ON-SITE Position

The Grants Accountant I supports accurate accounting, budgeting, reporting, and compliance for federal, state, local, and private awards. The position maintains timely reconciliations and audit-ready records and works with Finance and program leaders to ensure grant funds are properly budgeted, charged, reported, and closed out in accordance with award terms, GAAP, and applicable regulations.

ESSENTIAL FUNCTIONS:

1. Accounting Support

· Prepare monthly grant reconciliations, journal entries, account analyses, and supporting schedules; investigate and correct discrepancies before close.

· Review grant-funded invoices, payroll allocations, fringe benefits, contracts, and other expenses for correct coding, adequate support, budget availability, and allowability.

· Prepare monthly budget-to-actual reports by grant and cost category; identify variances, spending risks, incorrect charges, and awards approaching expiration, and follow up with program leaders.

· Assist with annual and multi-year budgets for applications, renewals, continuations, supplements, and revisions, including personnel, fringe, contractual, supplies, equipment, travel, indirect costs, and budget narratives.

· Maintain fiscal records for HRSA (Health Resources and Services Administration) and other awards and support Electronic Handbooks (EHB) submissions, Federal Financial Reports (SF-425), reimbursement requests, drawdowns, carryforward requests, and budget revisions.

· Maintain and reconcile grant receivable, deferred revenue, cash receipt, and revenue recognition schedules; follow up on outstanding reimbursements.

· Assist in preparing and maintaining the Schedule of Expenditures of Federal Awards (SEFA) and Schedule of Expenditures of State Awards (SESA), reconciled to the general ledger, award records, and financial statements.

· Maintain supporting award data, including grantor, pass-through entity, Assistance Listing Number, award number, grant period, approved budget, and expenditures.

· Reconcile grant-funded payroll to approved budgets, employee funding allocations, payroll records, and time-and-effort documentation; prepare supported reclassifications when needed.

· Maintain complete, audit-ready electronic files for each award, including agreements, budgets, amendments, invoices, payroll support, reports, drawdowns, reconciliations, and journal entries.

· Support Single Audit, financial statement audit, funder monitoring, and other reviews by preparing schedules and responding to assigned requests within established deadlines.

· Maintain a grant reporting and closeout calendar; reconcile final expenditures, cash, receivables, revenue, and balances and assist with timely final reports and closeout documentation.

· Meet regularly with Finance and program staff to resolve fiscal issues, support compliant spending, and improve grant accounting processes.

2. Operational Support

· Assist in the implementation and maintenance of accounting procedures compliant with GAAP.

· Demonstrate effective communication, a positive attitude, flexibility, multitasking, conflict resolution, and problem-solving skills.

· Support the team with grant accounting, including subsidiary ledger grant accounting and general ledger accounting.

· Participate in cross-functional training within the department and be willing to take on additional tasks and projects as assigned by the Accountant Grants Manager or other senior staff.

· Maintain consistency in processes and play a role in standardization within the Grants Department.

ADDITIONAL RESPONSIBILITIES:

· Performs other related duties and special projects assigned by the Accountant Grants Manager, Director of Grants & Fund Development, Controller, or CFO.

· Demonstrates willingness and flexibility to undertake tasks and special projects as needed within the Grants Department.

· Ability to manage multiple deadlines and project goals while maintaining a high volume of work and adapting to various responsibilities.

· Attends staff meetings and delivers special presentations as required.

· Collaborates with all employees to achieve the goals and objectives of Henry J. Austin Health Center, adhering to established policies and procedures.

· Supports grant-related month-end and year-end close processes and prepares assigned reconciliations, schedules, and documentation for external audits under the direction of the Accountant Grants Manager and Controller.

PREREQUISITES FOR THE JOB:

· Experience in a public health care or community clinic setting, with knowledge of fiscal administration as applied to health care operations, preferred.

· Computer literate with experience in automated accounting software (e.g., Microix, MIP), spreadsheets, and word processing.

· Strong Excel skills are essential for data analysis and reporting.

LICENSURE AND/OR CERTIFICATION

· None required

· Organization reserves the right to request certifications and/or licensures as needed

EDUCATION & EXPERIENCE

• Bachelor’s degree required in finance, accounting, or related field.

• Minimum of three (3) years of experience in accounting professional practices and procedures.

• Computer literate preferable experience with automated accounting software (Microsoft Dynamics and MIP), spreadsheets and word processing, Excel and its functionality.

• Experience in a public health care or community clinic setting & knowledge of fiscal administration as applied to health care operations, preferred.

KNOWLEDGE, SKILLS, ABILITIES AND OTHER (KSAO’s):

· Knowledge: Working knowledge of GAAP and 2 CFR Part 200, including cost allowability, allocability, documentation, and Single Audit requirements.

· Skills: Strong reconciliation, analytical, organizational, problem-solving, and Excel skills, with close attention to detail. Experience with MIP, Microix, HRSA Electronic Handbooks, or comparable systems is preferred.

· Abilities: Ability to manage competing deadlines, maintain confidential information, communicate clearly, and work independently and collaboratively.

· Other: Demonstrated ownership of assigned deliverables and commitment to accurate, timely, and well-supported work. Experience in an FQHC, nonprofit healthcare organization, or community-based organization is preferred.

PHYSICAL & WORK REQUIREMENTS

This position regularly requires sitting, speaking, hearing, and using a computer. The employee may occasionally stand, walk, reach, bend, or lift and move up to 25 pounds. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The work environment is typically an office setting with a moderate noise level.

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