Finance & Grant Accounting Specialist

Company Description

Positive Care is a nonprofit organization our corporate office is located in Stockbridge, Georgia.  The company has existed for nearly two decades and has experienced increased growth year after year.  We operate three separate service programs serving individuals with developmental disabilities, veterans, and housing and stabilization programs. At our foundation, we are a company that thrives off three essential pillars:  Compassion, Integrity, Loyalty, and Commitment. 

We pride ourselves on providing a culture for our employees to thrive and meet their personal and professional goals.  Our employees are allowed to demonstrate their leadership qualities and ingenuity. 

Job Description

Positive Care Personal Care Homes, Inc. is seeking an experienced Finance & Grant Accounting Specialist to provide part-time financial and accounting support for the organization. This position is responsible for supporting organizational accounting operations with a strong emphasis on nonprofit accounting, federally funded grant accounting, financial reporting, budget monitoring, cost allocation, internal controls, and regulatory compliance.

The successful candidate must have demonstrated experience managing accounting functions within a nonprofit organization and/or federally funded environment and possess a strong working knowledge of 2 CFR Part 200 (Uniform Guidance).

This position will work closely with executive leadership and program management to ensure organizational and grant-funded financial activity is accurately recorded, properly allocated, adequately supported, and maintained in accordance with applicable accounting standards, grant requirements, organizational policies, and federal financial management requirements.

A Certified Public Accountant (CPA) designation is preferred but not required. Priority will be given to candidates with substantial hands-on experience in nonprofit accounting and the financial administration of federal grants.

Essential Duties & Responsibilities

Grant Accounting & Federal Grant Compliance

• Maintain and review financial records for federal, state, local, foundation, and other grant-funded programs.
• Review grant agreements, notices of award, approved budgets, contracts, and funding requirements to identify applicable financial requirements and restrictions.
• Maintain appropriate accounting structures for grants, programs, departments, funding sources, and cost centers.
• Monitor grant expenditures against approved budgets, funding periods, and applicable spending requirements.
• Ensure expenditures are accurately assigned to the appropriate grant, program, account, funding source, and cost category.
• Review expenditures for allowability, allocability, reasonableness, consistency, and adequate supporting documentation.
• Apply applicable requirements of 2 CFR Part 200 (Uniform Guidance) to federally funded expenditures and financial processes.
• Prepare and/or review grant reimbursement requests, invoices, expenditure reports, and supporting financial documentation.
• Prepare regular grant budget-to-actual reports and financial analyses.
• Monitor grant balances, spending rates, budget variances, funding restrictions, and grant expiration dates.
• Identify potential overages, underspending, questioned costs, unallowable costs, documentation deficiencies, or other financial compliance concerns.
• Assist with grant budget development, budget modifications, amendments, financial projections, and grant closeouts.
• Track and document match, cost sharing, leveraged resources, and in-kind contributions when applicable.
• Maintain complete financial documentation and audit trails for grant-funded expenditures.
• Support financial compliance with federal award requirements and grant-specific terms and conditions.

Nonprofit Accounting & Financial Management

• Maintain and/or review the organization's general ledger and accounting records.
• Perform and/or review monthly bank, credit card, and balance-sheet reconciliations.
• Review accounts payable and accounts receivable activity.
• Review invoices, receipts, reimbursement requests, purchase documentation, and other financial records for accuracy, appropriate authorization, and adequate supporting documentation.
• Maintain appropriate accounting for restricted and unrestricted funds.
• Review payroll accounting and allocation of salaries, wages, and related costs among organizational programs and funding sources.
• Review allocation of shared administrative and operating costs across programs and funding sources.
• Assist with monthly, quarterly, and fiscal year-end financial closing procedures.
• Maintain accurate financial records within the organization's designated accounting system.
• Identify accounting errors, unusual transactions, reconciliation discrepancies, and financial control concerns.
• Ensure accounting records are maintained consistently with applicable nonprofit accounting principles and Generally Accepted Accounting Principles (GAAP).

Budgeting & Financial Reporting

• Assist with preparation of annual organizational, departmental, program, and grant budgets.
• Prepare monthly and quarterly organizational and program-level budget-to-actual reports.
• Analyze revenue, expenditures, spending trends, and significant budget variances.
• Assist leadership with cash-flow monitoring and financial projections.
• Prepare financial statements, management reports, and supporting schedules as required.
• Provide financial information for executive leadership and Board review as requested.
• Work with program leadership to monitor grant spending and available balances.
• Provide guidance regarding grant spending, funding restrictions, cost allocation, and appropriate financial documentation.
• Assist leadership with financial planning related to new and existing grants and contracts.

Cost Allocation & Payroll Distribution

• Maintain and review methodologies for allocating shared organizational costs among programs and funding sources.
• Ensure personnel expenses charged to federal awards are appropriately supported and allocated.
• Review payroll distributions among grants, contracts, and organizational programs.
• Review shared administrative, occupancy, technology, and other costs for appropriate allocation.
• Maintain documentation supporting cost-allocation methodologies.
• Assist leadership with development and maintenance of organizational cost-allocation procedures consistent with applicable federal requirements.

Internal Controls, Monitoring & Audit Readiness

• Review and support organizational financial internal controls.
• Promote appropriate segregation of financial duties and authorization procedures.
• Review financial processes for consistency with organizational policies, grant requirements, and federal requirements.
• Assist with preparation for independent financial audits, federal grant monitoring, funder reviews, and other financial examinations.
• Prepare and organize financial schedules, reconciliations, transaction documentation, and supporting records requested during audits and monitoring.
• Assist executive leadership with responses to financial findings and implementation of corrective actions.
• Identify weaknesses in financial controls, documentation, or accounting processes and recommend corrective measures.
• Maintain organizational and grant financial records in an audit-ready condition.

Qualifications

Required Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, or a closely related field preferred.
• Minimum of 3 - 5 years of professional accounting, finance, or grant accounting experience.
• Demonstrated experience with nonprofit accounting and/or accounting for grant-funded programs.
• Experience working with federally funded grants and working knowledge of 2 CFR Part 200 (Uniform Guidance) required.
• Demonstrated understanding of federal grant financial requirements, including allowable and unallowable costs, allocability, reasonableness, consistency, and adequate supporting documentation.
• Experience tracking expenditures across multiple grants, programs, departments, funding sources, or cost centers.
• Experience with restricted and unrestricted funds and appropriate tracking of grant-funded expenditures.
• Experience preparing and reviewing budget-to-actual reports, financial reconciliations, grant expenditure reports, and supporting financial schedules.
• Experience with cost allocation, including allocation of shared personnel, administrative, occupancy, and operating expenses among programs and funding sources.
• Experience reviewing payroll distributions and personnel costs charged to grants or multiple programs.
• Proficiency with QuickBooks or comparable accounting software.
• Proficiency with Microsoft Excel, including spreadsheets, formulas, financial tracking, and reconciliation.
• Ability to review invoices, receipts, payroll records, reimbursement requests, and other financial documentation for accuracy, completeness, proper authorization, and appropriate grant allocation.
• Ability to identify accounting discrepancies, documentation deficiencies, budget variances, and potential grant-compliance concerns.
• Strong organizational, analytical, and problem-solving skills.
• Ability to work independently, prioritize multiple responsibilities, and meet financial and grant-reporting deadlines.
• Strong written and verbal communication skills.
• High degree of accuracy, integrity, professional judgment, discretion, and confidentiality.

Preferred Qualifications

• Certified Public Accountant (CPA) designation preferred but not required.
• Bachelor's degree in Accounting or Finance.
• More than three years of nonprofit, governmental, or grant accounting experience.
• Experience managing financial activity associated with multiple federal awards or government-funded programs.
• Experience with VA, HUD, HHS, Medicaid, or other federal, state, or local government-funded human-services programs.
• Experience with reimbursement-based grants and contracts.
• Experience preparing financial documentation for federal grant monitoring, funder reviews, and independent audits.
• Experience with grant budget modifications, financial closeouts, and reimbursement requests.
• Experience developing, implementing, or reviewing cost-allocation methodologies.
• Familiarity with nonprofit financial statements and Generally Accepted Accounting Principles (GAAP).
• Experience working collaboratively with executive leadership, program directors, case management teams, and external accounting professionals.

Core Competencies

The successful candidate should demonstrate competency in the following areas:

• Nonprofit Accounting
• Federal Grant Accounting
• 2 CFR Part 200 / Uniform Guidance
• Grant Financial Compliance
• QuickBooks
• Budget-to-Actual Monitoring
• Financial Reconciliations
• Cost Allocation
• Payroll Allocation
• Restricted Fund Accounting
• Financial Documentation
• Grant Reimbursement Support
• Internal Controls
• Audit and Monitoring Preparation
• Microsoft Excel
• Financial Analysis
• Accuracy and Attention to Detail
• Professional Judgment and Confidentiality

Work Schedule & Position Structure

This is a part-time position anticipated to average approximately 10–20 hours per week. The actual schedule may vary based on organizational needs, grant reporting deadlines, reimbursement cycles, fiscal year-end activities, audits, monitoring reviews, and grant closeouts.

The position may require coordination with executive leadership and program staff during regular business hours; however, portions of the accounting work may be completed on a flexible schedule as approved by the organization.

Additional hours must be approved in advance by designated organizational leadership.

Compensation

CPA designation is preferred but is not required for consideration. Compensation within the established range will be based primarily on the candidate's relevant accounting experience, federal grant experience, knowledge of 2 CFR Part 200, and ability to independently perform the responsibilities of the position.

Working Relationships

The Grant Accounting & Finance Specialist will work closely with the Executive Director/CEO, program leadership, administrative personnel, and other designated finance staff responsible for organizational and grant-funded programs.

The position may also coordinate with external CPAs, independent auditors, grant monitors, funding agencies, payroll providers, and other financial professionals as authorized.

The Grant Accounting & Finance Specialist is expected to communicate financial concerns promptly and provide program and executive leadership with accurate information regarding grant expenditures, available balances, budget variances, documentation requirements, and other financial matters affecting organizational or grant compliance.

Confidentiality & Professional Standards

The position has access to sensitive organizational, employee, payroll, participant, banking, grant, and financial information. The employee must maintain strict confidentiality and comply with organizational policies governing financial records, privacy, information security, and professional conduct.

The Grant Accounting & Finance Specialist must exercise sound professional judgment and maintain accurate, complete, and appropriately supported financial records.

The employee is expected to promptly disclose identified accounting errors, unsupported transactions, potential questioned costs, internal-control concerns, or other financial compliance issues to designated organizational leadership.

Work Environment

This position operates primarily in a professional administrative environment and requires regular use of computers, accounting software, spreadsheets, electronic grant systems, email, and document-management systems.

The position requires the ability to manage multiple financial priorities and deadlines while maintaining accuracy and organization. Periodic increased availability may be necessary during grant reporting periods, reimbursement deadlines, fiscal year-end, audits, monitoring reviews, or other significant financial activities.

Additional Information

Performance Expectations

The Finance & Grant Accounting Specialist is expected to maintain accurate and timely financial records; ensure federal grant expenditures are appropriately recorded, allocated, documented, and supported; maintain reliable budget-to-actual reporting; complete or review required reconciliations; monitor grant spending; and promptly identify significant financial discrepancies, compliance concerns, or documentation deficiencies.

The position is expected to maintain financial documentation in an audit-ready condition and provide leadership with accurate and timely financial information necessary to support responsible stewardship of organizational and grant funds.

Equal Employment Opportunity

Positive Care Personal Care Homes, Inc. provides equal employment opportunities to qualified applicants and employees and does not discriminate on the basis of any status protected by applicable federal, state, or local law.