Grant Administrator I

St Johns Community Health · United States

JOB SUMMARY

Manages and oversees all grants accounting, as assigned, after receipt of grant award to sunsetting of grant to ensure the organization reports, modifies, invoices and closes out grants, contracts and awards timely, completely and accurately to comply with all applicable codes, regulations, OMB Super Circular, grant conditions and grant reporting requirements. Primary liaison between Development, Finance and Programs to communicate financial status of grants. Higher emphasis on state/county/local/private funding

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

Pre-Award Phase:

• Provides data and input as requested for grants proposals prepared by Development Department prior to grant/contract application submission

Post-Award Phase:

• Coordinates receipt of award and contract documentation related to grant/award budgets with Development
• Creates and maintains a grant summary for each grant detailing grant term, amount, scope of work/goals & objectives, modification criteria, milestones alerts for Finance, Development and Finance

Monthly Monitoring

• Monitors grant budget to actual expense variances and meets program directors/managers monthly to obtain status update and provide recommendations for modification to optimize grant spendout
• Tracks grant budgets vs. expenditures for all SJWCFC programs (Homeless Services, Re-Entry, Transgender Health, HIV/HCV, Reproductive Health, Chronic Disease, etc.)
• Ensures that grant/contract funding is allocated and expended appropriately
• Assists Development Department in determining grant funds available and timing of staff changes to ensure continued support for grant-funded employees
• Meets with Program Manager/Director from time of award to review grant/contract criteria, expenditure criteria, and budget reporting requirements monthly
• Assists project managers and directors in performing account maintenance of grants and contracts including budget revision, expense transfer, closing-out grants and contracts, etc.
• Works with program staff to ensure that grant writers receive the most accurate and up-to-date information on organization’s programs and program needs.

Reporting

• Prepares periodic financial reports due to funding agencies; distributes monthly Grant Funds Report of all grant-funded projects to appropriate individuals reflecting comprehensive understanding of grant requirements and financial and program reporting

General Ledger

• Records payroll costs in Accounting Software by project type and cost center in accordance with GAAP (Generally Accepted Accounting Principles), Grant Fiscal guidelines, OMB Super Circular, and/or other appropriate policies
• Prepares and analyzes monthly allocation of costs to projects/grants, revenues released from restrictions
• Prepares and posts deposits, including reconciling cash donations
• Prepares financial temporarily restricted net assets schedules and ties to GL

Record Keeping

• Maintains up-to-date electronic files of all contracts, awards, grants

Audits

• Coordinates and assists grant financial audits, financial statement audits, cost reports, including preparation of schedules, communication with and follow up on audit related requests
• Maintains knowledge of current federal issues relating to Grants & Single Audits of state, local government and non-profit organizations; interprets OMB (Office of Management and Budget) circulars for grants and contracts.
• Provides inputs and participates in the development and implementation of policies and procedures for grants accounting and compliance

Cross Training

• Trains on payroll processing and submission for as needed coverage
• Performs special projects and other duties as assigned by Assistant Controller

QUALIFICATIONS

• Bachelor’s degree (B.A./B.S.) in related field or equivalent
• Four to six years related experience or equivalent, including in Finance
• Ability to write clearly and concisely as well as edit copy for clarity and grammatical accuracy.
• Commitment to excellence and high standards
• Excellent written and oral communication skills
• Excellent presentation skills
• Strong organizational, problem-solving, and analytical skills
• Ability to manage priorities and workflow
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm
• Ability to work independently and as a member of various teams and committees
• Proficient with General Ledger/Grants Module and Microsoft Office
• Proven ability to handle multiple projects and meet deadlines
• Demonstrated proficiency in supervising and motivating subordinates
• Basic competence in subordinates’ duties and tasks
• Proven leadership and business acumen skills
• Excellent grammatical and spelling skills.

Must be able to speak, read, write, and understand the primary language(s) used in the workplace. While performing the duties of this job, the employee is frequently required to do the following:

• Accurately complete detailed forms and reports.
• Calculate figures and amounts.
• Interpret complex laws, regulations, and/or policies.
• Coordinate multiple tasks simultaneously

Education & Experience

• Bachelor’s degree (B.A./B.S.) in related field or equivalent
• Four to six years related experience or equivalent.

Licensure/Certification - Employees are responsible for maintaining individual certifications as required by job function or by law and provide verification and recertification when requested by management:

• None required

Language Skills

Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and/or procedure manuals/documents. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Bilingual in English/Spanish (verbal and written) preferred.

Reasoning Ability

Ability to define problems collects data, establish facts and draw valid conclusions. Synthesize complex or diverse information. Ability to interpret an extensive variety of technical instructions in mathematical or diagram from and deal with several abstract and concrete variables. Ability to research and source varieties of referrals for information and/or services.

Computer Skills

To perform this job successfully, an individual should have knowledge of MS Outlook, MS Excel, MS Word, and Internet software.