Grant Accounting Manager

Position Overview:Describes the overall purpose of the position or why the position exists

The Grant Accounting Manager is responsible for the financial management, accounting, compliance, and reporting activities of Neighborhood Family Practice’s Federal, State, Local, and private grants and contracts. The position ensures compliance with Generally Accepted Accounting Principles (GAAP), Uniform Guidance (2 CFR Part 200), grantor-specific requirements, contractual terms and obligations, and organizational policies. 

Serving as the primary financial resource for grant administration, the Grant Accounting Manager oversees grant budgets, financial reporting, reimbursement and expenditure requests, Federal and State drawdowns, contract billing, reconciliations, and general audit support. The position works closely with Finance, Fund Development, program leadership, and funding agencies to promote accurate, timely, and responsible stewardship of awarded funds.

Essential Duties and Responsibilities: The following description is a general representation of the essential duties and responsibilities of the position.

Grant Financial Management

• Manage the financial administration of Federal, State, Local, and Private grants and contracts throughout the award lifecycle.
• Collaborate with the Fund Development department, Program leadership, and Finance staff to develop, monitor, and maintain grant budgets.
• Review expenditures for allowability, allocability, reasonableness, and consistency with grant and contract requirements. Monitor grant expenditures and financial performance against approved budgets and requirements.
• Prepare budget modifications, projections, and financial analyses required by funding agencies or organizational leadership.

Accounting and Reconciliation

• Perform monthly grant reconciliations to the general ledger and subsidiary records.
• Prepare and review journal entries related to grant activity, including receivables, deferred revenue, and expense reclassifications.
• Ensure timely and accurate recording of grant transactions in the accounting system and all transactions are supported by appropriate documentation.
• Reconcile grant receivables, deferred revenue, and other grant-related balance sheet accounts.

Billing, Drawdowns, and Financial Reporting

• Prepare and submit grant invoices, reimbursement requests, Federal and State drawdowns, and all required financial reports.
• Ensure grant billings, drawdowns, and financial reports are accurate and submitted ahead of deadline.
• Monitor outstanding grant receivables and coordinate follow-up and collection activities as needed to ensure proper payment.
• Prepare all grant financial reports for internal and external stakeholders as required.

Compliance and Internal Controls

• Maintain current knowledge of applicable Federal, State, Local, and Private funding regulations and contractual requirements.
• Ensure continual compliance with Uniform Guidance (2 CFR Part 200), grant agreements, cost principles, and organizational policies.
• Maintain and strengthen internal control mechanisms related to grant accounting, reimbursement, financial reporting, documentation, and compliance monitoring. Identify and escalate compliance concerns, regulatory changes, and financial risks promptly.
• Identify. develop, document, and improve grant accounting procedures and workflows to promote efficient operations.

Audit and Review Support

• Prepare schedules, reconciliations, workpapers, and all other supporting documentation for internal and external audits, grantor reviews, and the annual Single Audit.
• Serve as Point of Contact for auditor and funding agency inquiries related to grant accounting and compliance.
• Support the preparation of annual fiscal year-end workpapers and financial schedules.

Collaboration and Finance Department Support

• Partner with Fund Development staff, including grant writers and grants manager, during grant application development, and post-award administration.
• Provide financial guidance and training to leaders regarding grant budgets, spending, documentation, and compliance requirements. Communicate complex financial and compliance requirements clearly to stakeholders with varying levels of financial knowledge.
• Support month-end and year-end close activities and other Finance Department responsibilities as assigned.

The requirements listed below are representative of the knowledge, skills, abilities, experience, and education an individual must possess to be able to perform the essential duties and responsibilities successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential duties and responsibilities.

Education, Licensure, Experience:

• Bachelor’s Degree or higher in Finance, Accounting, or similar field required.
• 5+ years of accounting or finance with Federally Funded Programs required. Experience in Healthcare, nonprofit, Federally Qualified Health Center or similar organizations strongly preferred.
• 2+ years of nonprofit grant and accounting experience strongly preferred.
• CPA designation preferred but not required. Equivalent experience in nonprofit grant administration and accounting, federal award administration, financial reporting, or similar roles in lieu of designation considered.

Knowledge and Skills:

• Knowledge of GAAP and demonstrated understanding of Uniform Guidance, Federal Grant Administration, cost allowability principles, and Single Audit requirements.
• Ability to understand and interpret grant agreements, budgets, financial reports, rules and regulations, and contractual obligations.
• Strong analytical, problem-solving, and decision-making skills. Demonstrated integrity, sound judgement, and commitment to regulatory compliance and accurate financial reporting at all times.
• Highly organized. Able to manage multiple priorities, competing deadlines, and maintain high level of accuracy.
• Computer Proficiency in Microsoft Office Suite (Microsoft Excel specifically), NetSuite or similar enterprise accounting systems.
• Able to establish and maintain effective working relationships with internal and external stakeholders.
• Able to explain complex financial and accounting practices to individuals with limited knowledge or experience of accounting principles.

Essential Physical Demands and Working Environment:

• Able to communicate effectively, both verbally and in writing, including through the use of electronic communication devices.
• Able to sit, stand, bend, or walk for extended periods of time. Occasional lifting of up to 30 lbs.
• Able to travel locally. Driver’s License and Automobile Insurance preferred.

The physical demands and work environment described above represent those that an employee must meet to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.