Accounting/Grant Manager

About the Role

The Accounting/Grant Manager prepares grant-related program billings and reimbursement requests in accordance with applicable grantor and program requirements. This position extracts financial information from the general ledger and compares expenditures and revenues against approved grant and program budgets to ensure accuracy, compliance, and proper financial reporting. The role also oversees purchasing/procurement and management activities to ensure expenditures remain within approved budgets, applied to proper programs and accounts, and comply with organizational policies and applicable grant requirements.

Responsibilities

• Grant Budget Development: Assist team with budget development and monitoring within grant requirements.
• Grants Billing Processing:
  • Maintain spreadsheets and tracking systems related to grant and program billing.
  • Prepare and submit grant and program billings, invoices, and required supporting documentation through appropriate agency websites.
  • Assist with coding grant payment checks to the appropriate program and invoice number.
  • Create and update grant tracking spreadsheets to ensure accurate and current information.
  • Maintain an organized filing system for all grant and program billing documentation.
  • Follow up with county agencies and grantors regarding outstanding payments and reimbursement requests.
• Data Entry & Financial Reporting:
  • Prepare monthly and annual cost reports, reimbursement reports, and other financial reports as required.
  • Prepare invoices for all assigned contracts.
  • Prepare month-end journal entries related to billing, claims, and grant/program revenue.
  • Oversee and maintain contribution worksheets to ensure accuracy and completeness.
  • Extract financial information from the general ledger and compare actual expenditures and revenues to approved grant and program budgets.
• Customer Service & Program Support:
  • Work closely with program staff to monitor grant and program budgets against actual expenses.
  • Provide the CFO, or designee, and Program Directors with billing information, financial statements, budget-to-actual reports, and other financial reports as requested.
  • Respond promptly and professionally to telephone and email inquiries regarding grants, contracts, reimbursements, and program billings.
  • Assist with preparation for grantors, agency, and other financial site visits and audits.
• Document & Grant Management:
  • Track grant and contract agreements, renewal dates, reporting requirements, billing deadlines, and grant schedules.
  • Maintain and update spreadsheets, billing records, accounting forms, and other grant-related documentation.
  • Ensure grant and billing documentation is complete, accurate, organized, and readily available for reporting and audit purposes.
• Purchasing & Budget Oversight:
  • Oversee purchasing activities related to assigned grants and programs to ensure compliance with approved budgets and organizational policies.
  • Review expenditures and purchasing activity to ensure costs are allowable, properly documented, and appropriately allocated to the applicable grant or program.
  • Identify and resolve discrepancies between general ledger activity, grant budgets, billing records, and supporting documentation.
  • Follow established policies and grantor requirements regarding purchasing, billing, reimbursement, and financial reporting.
• Other Duties:
  • Assist with special projects and other financial initiatives within the Finance Department.
  • Perform other duties and responsibilities as assigned.

Requirements

• Knowledge of general accounting principles, A/P and A/R invoicing methods, and aging processes.
• Proficiency with MS Office Suite: Word, Excel, and PowerPoint.
• Advanced skills in Excel, including the ability to create pivot tables.
• Strong organizational skills and attention to detail.
• Ability to multitask and work well under deadlines.
• Ability to react productively to change and handle other essential tasks as assigned.
• Ability to deal with government accounting representatives in resolving collection issues.

Qualifications

• Minimum BA degree in business, accounting, or finance with at least one full year of accounting job experience.
• Alternative to education: minimum of 5 years’ experience in bookkeeping or as an accounting clerk.
• Experience with non-profit fund accounting preferred.

Special Conditions of Employment

• Valid Driver’s License, a working motor vehicle, and proof of current vehicle insurance.
• Undergo and successfully pass a State of Michigan LIEN Check and Central Registry Clearance.
• Negative TB Test upon hire with follow-up TB tests as required by Caring Connection policy.
• Undergo a background check with no recent felony convictions and no abuse/neglect convictions.
• Ability to work a flexible schedule.