Revenue & Grants Coordinator

Position Summary

The Revenue & Grants Coordinator is responsible for managing and reconciling revenue activity from all sources and types, tracking restricted and grant funds, supporting grant compliance and reporting, and assisting with month-end close and audit preparation. This position works closely with Advancement, Hospitality, Guest Experience, Programs, and Finance staff, respectively, to ensure complete and accurate financial reporting in compliance with applicable nonprofit and accounting standards.

Key Responsibilities

• Perform Revenue activity reconciliations, e.g., daily, weekly and monthly, from multiple sources including contributed sources like donations, memberships, grants or appropriations as well as earned streams such as admissions, events, rentals, retail and food and beverage

• Record and reconcile deferred revenue and restricted revenue

• Prepare and post journal entries related to revenue activity

• Reconcile merchant services and point of sale (POS) online payment platforms to Quickbooks online and to bank accounts

• Cookordination with Advancement, Education Programs, Guest Experience, and Hospitality staff to ensure gifts and pledges are recorded accurately between donor systems and accounting records

• Monitor and communicate status for receivables related to donations (monetary and in-kind), grants, pledges, and other revenue sources to various departments and stakeholders

• Track grant budgets, expenditures, and restricted funding balances

• Prepare grant billing, reimbursement requests, and financial reports

• Maintain documentation for grant reporting and audits

• Track release of restrictions and prepare related journal entries

• Prepare general ledger account reconciliations

• Aid in the preparation of audit schedules and supporting documentation

• Maintain accurate records and supporting documentation for all assigned accounts

• Aid in the preparation of reporting and Actuals performance analysis

• Achieve compliance with nonprofit accounting standards and internal controls

• Aid in payables, monthly and year-end close processes, as needed

Requirements

• Minimum Qualifications: Bachelor’s degree in finance or accounting required with a minimum of 2 years accounting experience in receivables or an equivalent combination thereof. Knowledgeable and proficient in adherence to generally accepted accounting principles. QuickBooks experience or similar accounting software programs. Technology savvy with high comfort level utilizing the Microsoft Office suite of products, particularly Excel.

• Success Factors: Alignment with the organization’s core values, strong analytical and organizational skills with a problem-solving mindset, flexibility to operate in a significantly matrixed environment across multiple organizational areas, ability to interpret data and turn it into actionable information, proactive and self-motivated team player with the ability to lead by example, goal-oriented with a track record of achieving results and supporting team success, ability to effectively manage multiple priorities simultaneously while maintaining a keen attention to detail.

Physical Demands and Work Environment

• Frequent communication with people internal and external to the Garden with frequent periods of sedentary work in the office

• Occasionally requires the ability to lift up to 15 lbs., and traverse the Garden over uneven terrain

• Frequently works in office. Occasionally required to work in an outdoor environment subject to all weather conditions and must traverse varied and uneven terrain

• Continuous use of a computer, occasional use of projection or AV equipment for presentations/training