SENIOR MANAGER of GRANTS & CONTRACTS

In addition, this role leads and reviews the monthly closing for all grant activity, including grant level project reporting, grant revenue, cash, receivables, and deferred revenue schedules, and owns the reconciliation processes that ensure accurate, timely recognition of grant activity. They will also assists with continuous improvement across grants administration, compliance monitoring, and financial reporting workflows, including system enhancements, process documentation, and cross-training to sustain operations without a separate managerial layer. 

Primary Essential Duties

• Managing the prioritization, the preparation of grant invoices and/or financial reports, grant budgets, realignments, and all other work products associated with grant funds and track/report month or year-to-date analysis of grant spending. Review of payroll file and monthly allocations. Provide back up when necessary and at time may have own portfolio of work. Preparation and review of all financial reports submitted to federal, state, local, and private funding agencies.
• Maintaining revenue, grant receivable, and deferred revenue schedules by reconciling the accounting records in Blackbaud. Supervise grant accounting team, follow up with funders on outstanding receivables and when necessary, provide back up. 
• Ensure that expenditures reported to funding agencies reconcile with the general ledger and supporting accounting records.
• Reviewing and approving reimbursement requests, drawdowns, Federal Financial Reports (FFRs), cash reports, and other sponsor-required submissions to ensure accuracy and completeness.
• Maintain audit-ready documentation throughout the year to support internal and external audit activities.
• Lead the process for ensuring timely resolution of audit findings and, when applicable, assist in developing and implementing corrective action plans.
• Monitoring of organizational cost allocation methodologies and related accounting entries. Propose adjustments and changes as necessary.
• Prepare salary allocation methodologies, salary cap calculations, and cost allocation practices to ensure compliance with federal requirements.
• Monitor reporting deadlines and ensure timely submission of all required financial reports.
• Monitor grant receivable aging and implement strategies to improve collection efforts and cash flow.
• Collaborate with program and finance leadership, as well as funding agencies, to resolve outstanding receivables and billing discrepancies.
• Assist with developing, implementing, and maintaining grant accounting policies, procedures, and standard operating procedures.
• Evaluating current workflows and recommending operational improvements to support organizational growth and compliance.
• Ensure departmental procedures remain current and aligned with regulatory requirements and best practices.
• Collaborate with internal and external stakeholders to improve financial reporting processes, automation, and system functionality.
• Participate in implementing, testing, and enhancing accounting systems and reporting tools.
• Assist with developing and maintaining dashboards, key performance indicators (KPIs), and management reports related to grant performance, billing, compliance, and receivables.

• Engage in funder meetings, site visits, monitoring reviews, and compliance assessments.
• Provide direct supervision, coaching, mentoring, and professional development for the grant of accounting staff.
• Assist with recruitment, onboarding, training, and performance evaluations for department personnel.
• Review grant budgets (internal and external) and associated realignments.
• Prepare and/or review journal entries to the general ledger and subsidiary ledgers; reconciling entries with source documents and transactions to ensure accuracy and resolve discrepancies; maintaining concise audit trails to support each transaction, salary adjustments, and account reconciliations.
• Conduct regular meetings with program managers to review their spending analyses and recommend budget modifications.
• Other accounting duties, as assigned
• Participates in management meetings to act upon a variety of matters including personnel matters and provides updates and reports as requested
• Supporting management in fact finding efforts concerning managerial actions or union grievance processing
• Reviews and makes recommendations for changes to collective bargaining agreements and the Employee Handbook to ensure ongoing compliance

Budget Responsibilities

Assist with budgetary oversight for the Contract and Grant Accounting function for the organization’s portfolio of grant and contract budgets. Ensures that budgeted and actual costs comply with funder-approved budgets and federal cost principles.

Management Responsibilities

Reports to the Director of Contract and Grant Accounting and directly supervises the grant accounting staff, and consultants, including but not limited to training, performance management, and professional development.

Knowledge, Skills and Talents Required

• Excellent communication skills, in person, in writing and via telephone to diverse audiences such as patients, clients, other employees and Board members. 

• Demonstrated ability to work in a fast-paced, complex work environment with competing priorities. 
• Strong organizational skills and ability to maintain important executive records an accurate, timely and confidential manner.
• Clear, concise written communication skills with good attention to grammar and punctuation.
• Knowledge of general office terminology, standards, practices and demands.
• Strong word processing, proofreading, and database management skills.
• Sensitivity to all areas of diversity, including HIV status, race, ethnicity, ability, age, sexual orientation and gender identity.
• Knowledge of general accounting and fiscal management policies preferred.
• Non-profit experience is highly preferred.
• Public accounting experience preferred.
• Experience with Financial Edge and Blackbaud preferred.
• Knowledge of federal regulations related to sponsored programs at the local, state, and federal levels.
• Balance and income sheet reconciliation experience preferred.
• Working knowledge of ADP and related reporting.
• Must be able to interpret award documents (i.e., NOGAs)
• Knowledge of OMB's Uniform Guidance (aka the "Super Circular"), and other grant guidance as appropriate preferred.
• Ability to effectively use computer software and technology, including Microsoft Word, Excel, and Outlook; advanced computer skills required.
• Financial Compliance Expertise - Deep understanding of GAAP, grant accounting, and revenue recognition.
• Operational Excellence- Ability to build accurate, scalable, error-proof financial and compliance systems.
• Analytical Leadership- Skilled in financial analysis, forecasting, and budget management.

• Cross-Functional Influence- Guides teams, aligns stakeholders, and drives accountability.
• Strategic Communication- Translates complex financial and compliance requirements into clear, actionable guidance.

Education and Experience Required

• Bachelor's degree in Accounting, Finance, Business Administration, or related field required.
• Master's degree preferred. 
• CPA, CGFM, MBA, MPA, or related professional certification preferred. 
• Minimum of 8-10 years of progressively responsible accounting experience. 
• Minimum of 5 years of grant accounting experience with federal awards. 
• Minimum of 3 years of supervisory experience. 
• Demonstrated experience managing Single Audits and preparing SEFA schedules. 
• Experience working in nonprofit healthcare, federally qualified health centers (FQHCs), or complex nonprofit

Working Conditions:

Working conditions for this position are normal for an office environment.  Individual may be required to work evenings and / or weekends and organization events.

Physical Demands:

• Lifting: No more than 20 lbs. and infrequently.  
• Movement: Standing and sitting for long periods.  
• Visual: Long periods on computer.

• Concentration: Extended periods of engagement with computer systems where concentration is key to accuracy in data entry. Intermittent periods of engagement with a telephone system to respond to inquiries where concentration is key to task performance.
• Communication: Direct and indirect communication. Written and verbal competence.