Contracts/Grants Administrator

Job Description

Job Description

THIS IS A 1 MONTH+ TEMPORARY ROLE. IT WILL BE ONSITE 5 DAYS PER WEEK IN MANHATTAN.

Non-profit in NYS seeks a HR Assistant-Contracts/Grants to provide approximately one month of leave coverage within the Contract Management team. The role will help maintain continuity in the financial administration of client grant funding and government contracts during the agency's transition to Workday.

This position combines transaction review, grant compliance, financial reconciliation, reporting, and communication with program and administrative staff. The temporary employee will review and approve client grant requests, maintain appropriate funding sources, monitor award spending, assist with government invoicing, and help ensure that expenses are properly recorded and fully supported in Workday. Because the assignment is short term, the successful candidate must be able to learn established portfolios and workflows quickly, exercise sound judgment, and work with a high degree of independence. Hands-on Workday Financial Management experience is required, and Workday Grants Management experience is strongly preferred.

PRIMARY RESPONSIBILITIES

Client Grant Administration

• Review and approve client grant requisitions in Workday, confirming that requests are complete, allowable, supported by appropriate documentation, and charged to the correct funding source and worktags.

• Maintain current information on government and private funding sources available for client assistance, including award balances, spending periods, eligibility requirements, and funder restrictions.

• Allocate client grant expenses among appropriate funding streams while considering available balances, approved budgets, agency protocols, and the specific restrictions of each award.

• Monitor client grant transactions after approval and work with program and administrative staff to resolve incomplete documentation, incorrect coding, unavailable funding, or other compliance concerns.

• Serve as a resource to program and department administrators by clearly communicating client grant procedures, funding requirements, and changes in available funding.

Government Invoicing and Award Reconciliation

• Assist the Contract Management team with government contract invoicing and fiscal reporting, including the preparation of contract spend-downs and supporting schedules.

• Reconcile expenses recorded in Workday to award budgets, invoice periods, prior billings, and supporting financial records to ensure that costs are complete, allowable, and not duplicated.

• Review payroll, accounts payable, procurement, client assistance, and other applicable transactions for appropriate grant, program, cost center, spend category, and related worktag coding.

• Prepare Manual Journals with Award Costs in Workday to reclassify eligible expenses to the appropriate grants and correct transactions that were initially charged to another funding source.

• Confirm that amounts submitted for reimbursement are fully reconciled in Workday and supported by the documentation required under the applicable contract.

• Produce transaction reports, payroll support, invoices, receipts, proof of payment, and other supporting documents requested by government agencies or needed for fiscal reporting.

Budget Monitoring, Reporting, and Coordination

• Schedule and distribute Workday budget-to-actual, award activity, and balance reports for program and administrative staff to support timely monitoring of contract spending.

• Review award reports and identify potential underspending, overspending, missing or incorrect worktags, unsupported costs, and expenses that may require reallocation or follow-up.

• Maintain organized electronic records, reconciliation schedules, and funding trackers for client grants and government invoices.

• Coordinate with Contract Management, Finance, Accounts Payable, Payroll, Procurement, and program staff to resolve financial and compliance issues in a timely manner.

• Assist with documentation requests related to funder monitoring, audits, fiscal reviews, and other grant or contract management assignments as needed.

• Perform other related duties as assigned by the Deputy Director of Contract Management.

QUALIFICATIONS

• Bachelor's degree in accounting, finance, business administration, nonprofit management, or a related field, or equivalent relevant professional experience.

• At least two years of experience in nonprofit accounting, grants or contract management, government invoicing, or a related financial role.

• Demonstrated hands-on experience with Workday Financial Management is required. Experience with Workday Grants Management, Awards, Award Costs, requisitions, manual journals, and financial reporting is strongly preferred.

• Knowledge of cost-reimbursement government contracts, nonprofit fund accounting, grant restrictions, allowable costs, expense allocation, and budget-to-actual monitoring.

• Experience reconciling detailed financial activity and preparing journal entries or expense reclassifications.

• Strong Excel, analytical, organizational, and problem-solving skills, with close attention to detail and accuracy.

• Ability to interpret financial and funder requirements, explain them clearly to non-finance staff, and follow through on outstanding issues.

• Ability to manage multiple deadlines, work independently with limited ramp-up time, and collaborate effectively