Grants Administrator

Summary:

The Grants Manager is responsible for the comprehensive process of overseeing four primary activities related to government (Federal, State, City, County) grant awards.

• Grant Awarding and Agreement. Oversee the grant agreement specific to the terms and conditions for utilizing the funds, such as reporting obligations, project timelines and deliverables. Ensure compliance throughout the grant's duration.

• Grant Administration and Compliance. Oversee a robust administrative system to support the effective implementation of funded projects. The system includes financial management, cost and expenditure monitoring and allocation, progress reporting, procurement and adherence to grantor guidelines. Additionally, compliance with relevant organization policy, as well as federal, state and local laws, regulations and accounting standards is necessary to maintain transparency and accountability. Tracks grant payments, employee time assigned to grants, produces reimbursement requests, and monitors all receivables due under grants. Must provide accurate financial and program outcome reporting for all grants awarded. Ensures all departments are aware of responsibilities for grant submissions and reporting. Maintains government agency grant calendar (deadlines for application, submissions, reporting, and meetings to ensure timely completion of all phases). Supports the COO, VP of Finance and Administration, and the VP of Clinical and Community Services in complying with grantor requirements.

• Monitoring and Evaluation. Monitor the progress of the funded projects against predetermined targets, evaluate whether the project is achieving its objectives, utilize funds efficiently and make necessary adjustments if challenges arise. Maintain accurate and timely reporting to measure the impact of the grant and ensure accountability.

• Grant Closeouts, Audits and Ongoing Relationship. Once a grant period ends, ensure a proper closeout procedure is in place. This involves final reporting, conducting audits, financial reconciliation and providing any required documentation to the grantor.

Position Responsibilities:

• Manage and direct the four primary activities of the agency’s government grant portfolio.
• Produces budgets and/or budget narratives for new grants detailing the personnel assigned, the amount of time they will devote to the project and amount of spending planned for every expense category, the total grant amount and the source amount of any required match.
• Accurately maintains financial documentation and records for assigned grant portfolio.
• Compiles information about reimbursement requests and receipts and informs the VP Finance and Administration and the Controller about the status of grant finances monthly.
• Maintains a database of all grant submission and reporting deadlines and communicates to appropriate staff members.
• Provide back-up support for agency accounting and billing functions as required.
• Prepares adjustments and/or corrections to grant budgets.
• With the VP of Clinical and Community Services, tracks employees assigned to grants to ensure that the maximum amount of time is supported by grants and that employees are not charged to multiple grants in an amount exceeding 100% of cost.
• Ensures that grant reimbursement requests are received and signed by the appropriate agency official.
• On the schedule specified by the grantor, produces timely and accurate reimbursement requests with the required substantiation in the prescribed format.
• Works with program and finance staff to gather information and documentation related to each grant.
• Maintains agency grant calendar (deadlines for application, submissions, reporting, and meetings to ensure timely completion of all mentioned).
• Schedules meetings with departments/staff to ensure each is aware of responsibilities with regards to grant process.
• Provides on-going monitoring and reporting for all grant funding received by the organization.
• Makes recommendations for grant policies, programs, practices, and procedures.
• Monitors and coordinates the grant-writing process as needed.

Position Qualifications:

Required

• Bachelor’s degree in accounting, business administration or related field
• Minimum 3 years of experience in an accounting/financial analysis role
• Experience using Microsoft Excel
• Valid driver’s license for necessary travel

Preferred

• Non-profit experience
• Experience with reporting using a database

Knowledge, Skills, and Abilities

• Financial acumen
• Excellent oral and written communication skills
• Strong interpersonal skills
• Effective problem-solving and influencing skills
• Strong organizational, self-motivation, and decision-making skills
• Proficiency using Microsoft programs (Word and Excel), and using the internet
• Proficiency using PC’s, mobile devices, scanner, copier, multi-line phone system, and other office equipment
• Ability to manage multiple priorities in a fast-paced environment
• Ability to work independently and collaboratively, and with discretion when needed
• Understanding and acceptance of regional cultural, religious and economic differences
• Demonstrated ability to articulate ideas clearly (both written and orally), listen accurately, and establish personal rapport with people from a variety of backgrounds.
• Ability to maintain dignity and self-control in stressful situations; objective about personal strengths and limitations
• Proven logical, systematic, integrative, conceptualizing thought process
• Ability to work outside regular business hours to meet Agency needs, when needed
• Excellent sense of humor

Essential Physical Functions:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Activity

• Carrying
• Writing
• Bending
• Standing
• Sitting
• Filing documents
• Using computers, telephone, mobile device, and fax machine keyboards
• Communicating with internal and external stakeholders

Physical Requirements

• Push, pull, lift or carry up to as much as 25 pounds occasionally
• Must be able to sit or stand for long periods of time

Visual/Audible Acuity Requirements

• Must be able to read and distinguish small print
• Must have depth perception and be able to distinguish basic colors
• Must be able to distinguish normal sounds with some background noise
• Must be able to speak clearly and make self-understood while also understanding others using the English language

Family Services, Inc. is committed to a diverse and drug-free workforce.

Family Services, Inc. values flexibility and the willingness to take on new challenges. As opportunities arise and work responsibilities change, your job description will be adjusted to meet the organization’s needs.