Grant Accountant

The Grant Accountant is responsible for supporting the financial administration of grants and contracts funded through federal, state, local, and private sources. This position ensures the accurate and timely preparation of grant invoices, financial reports, reimbursement requests, and supporting documentation while maintaining compliance with funding requirements, accounting standards, and agency policies. The Grant Accountant collaborates with program staff, funding agencies, and finance team members to monitor grant expenditures, reconcile accounts, track receivables, maintain accurate financial records, and support audits and reporting requirements. 

POSITION SPECIFIC DUTIES & RESPONSIBILITIES:    

Grant and Contract Billing

• Prepare monthly grant invoices, reimbursement requests, and required financial reports for assigned grants and contracts.
• Review grant agreements and contract language and apply funding requirements to billing procedures, reimbursement requests, and reporting processes.
• Compile, organize, and maintain supporting documentation required by federal, state, local, and private funding sources.
• Ensure invoices, supporting documentation, and financial reports are completed accurately and submitted in accordance with grant and contract requirements.
• Monitor grant expenditures and budget activity to ensure compliance with funding requirements and approved budgets.
• Identify, research, and communicate billing discrepancies, reporting issues, and potential compliance concerns.
• Maintain complete and organized grant files to support audits, monitoring reviews, reporting requirements, and regulatory compliance.
• Reconcile billed amounts, grant revenues, and receivable balances to accounting records and approved grant budgets.
• Assist with grant-related audits, funding agency reviews, and requests for financial information and supporting documentation.

Accounts Receivable

• Monitor grant receivables, reimbursement activity, and outstanding payments to ensure timely collection of funds.
• Track receivable balances and follow up on unpaid invoices, reimbursement requests, and outstanding funding agency obligations.
• Communicate with funding agencies regarding billing questions, payment status, documentation requests, and reimbursement issues.
• Assist in resolving payment discrepancies and maintain accurate accounts receivable records related to grant funding.

Collaboration and Program Support

• Work closely with program managers, department leaders, and finance team members to gather billing, reporting, and compliance information.
• Provide guidance to program staff regarding grant billing processes, documentation requirements, reporting expectations, and funding restrictions.
• Collaborate with internal stakeholders to ensure expenditures are properly documented, allocated, and supported in accordance with grant requirements.
• Support process improvement initiatives designed to enhance billing accuracy, compliance, efficiency, and financial reporting.
• Participate in special projects and perform other duties as assigned in support of the Finance Department and agency objectives.

QUALIFICATIONS

education:

• • Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred.

EXPERIENCE:

• 1 + years of accounting, billing, or grant administration experience required.
• Proficiency in Microsoft Excel and other Microsoft Office applications required.
• Experience with nonprofit accounting preferred.
• Understanding of federal grant compliance requirements and Uniform Guidance preferred.
• Experience with MAS 100 or Sage accounting software preferred.

PERFORMANCE COMPETENCIES: 

• Communication
• Decision Making
• Engagement
• Initiative and Accountability
• Interpersonal
• Learning
• Organizational Alignment
• Quality of Work

KNOWLEDGE/SKILLS/ABILITIES:

• Knowledge of grant administration principles, funding requirements, and financial stewardship practices.
• Knowledge of organizational policies, procedures, and compliance standards related to grant-funded programs.
• Strong analytical skills with the ability to review, interpret, and evaluate financial and programmatic data.
• Excellent organizational skills with the ability to prioritize tasks, manage competing demands, and meet multiple deadlines.
• Effective verbal and written communication skills to interact professionally with internal and external stakeholders.
• Strong attention to detail and accuracy when reviewing, tracking, and maintaining grant-related documentation and records.
• Ability to manage multiple projects simultaneously while maintaining quality and compliance standards.
• Ability to exercise sound judgment, problem-solving, and decision-making skills in a fast-paced environment.
• Ability to work independently and collaboratively as part of a team to support agency goals and objectives.
• Ability to uphold the agency's mission and demonstrate responsible stewardship of grant-funded resources.

OTHER INFORMATION

SAFETY SENSITIVE JOB CLASSIFICATION:

This job is classified as a “safety-sensitive” position as defined by the Oklahoma Medical Marijuana and Patient Protection Act.  Due to the “safety-sensitive” classification, an employee in this position would be subject to drug and alcohol testing, including random testing.  Marijuana is one of the substances included in the drug panel screening.  Possession of a medical marijuana license will not excuse you from the testing process or the consequences of testing positive for marijuana per the Family & Children’s Services Drug Free Workplace Policy, including possible revocation of a job offer or dismissal from employment.