Job Details
Job Location
Administrative Office - Baltimore, MD
Position Type
Full Time
Description
SUMMARY
Responsible for the timely and accurate accounting and reporting for all reporting aspects of financial grants including monthly grant statements, pre-award planning, budgeting, and analysis, and the monitoring of financial reporting of sub-grantees, complying with all applicable requirements. Prepares all receivable invoices related to grants and monitors the receipt of payments on all grants. Prepares spend-down, receivable aging, and other analytical reporting monthly. Initiates budget modifications and follows up on any administrative questions during the grant period.
PRIMARY DUTIES

• Grants Management:
  • Prepares all documents and submissions to government entities to ensure timely, accurate monthly grant invoicing, optimizing grant reimbursement.
  • Obtains contract expenditure reports from funders at the beginning of each grant period, ensuring timely grant reporting.
  • Prepares grant spend down analysis reports each month, conducts forecasting and updates grant spending projections each month, and makes recommendations on changes to allocations or expenditures to ensure grants are spent down fully and accurately and minimizes unreimbursed, grant-eligible expenses.
  • Collaborates with HR on salary allocations, for staff working on grants, to ensure proper grant billing.
  • Maintains a complete and organized file system for grant documentation including invoices, budget modification requests, payments, and financial reports.
  • Researches, develops and prepares financial information and budgets for grant proposals, collaborating with Grants staff.
• Accounts Receivable Management:
  • Processes and manage all grants A/R and update tracking in real time
  • Monitors outstanding receivables on a weekly basis and produce A/R reports
  • Identifies overdue A/R of 30 days or more and follow up with funder via direct communication by email and phone to resolve issues and collect payments
• General Ledger Maintenance:
  • Responsible for Journal Entries related to Grants or Accounts receivable.
  • Prepares grant analysis as needed to determine funding gaps, opportunities, and spend down rates.
  • Prepares proposals for budget adjustments, changes in allocations, and grant budget amendments.
  • Reviews all internal and external grants documentation to ensure billings meet grant requirements and billed expenses are allowable under the grant. Work with grant development staff to track and monitor grant requirements and changes to requirements.

SECONDARY DUTIES

• Ensures that inquiries are responded to in a professional manner within one business day. Assist in researching any problems and make appropriate adjustments/corrections to successfully resolve the problem. Monitor that follow up contacts are being made at least every 48 hours until the problem is resolved.
• Works on special projects as approved by supervisor, balancing priorities to ensure projects progress simultaneously and within established deadlines.
• Maintains all accounting and permanent files related to grants and A/R, keeping all files organized and up to date.
• Assists with annual audit preparation including any analysis schedules as assigned.

OTHER DUTIES

• Maintains a neat and organized work area including access to essential information.
• Attends all staff meetings and other meetings as directed.
• Assist with and attend special events held by St. Vincent de Paul, as necessary, including Empty Bowls, or other similar events.
• Supports a welcoming and positive environment for staff and volunteers, working with them effectively.
• Upholds the vision, mission and values of St. Vincent de Paul.
• Creates an atmosphere of care and respect for clients, staff, funders and other partners.
• Performs other duties as assigned within the scope of the position.

Qualifications
QUALIFICATIONS

• Associate's Degree in Accounting. Finance or related field and 3 years of accounting/finance experience required.
• Bachelor's Degree in Accounting, Finance or related field with 1 year of accounting/finance experience will be considered.
• Intermediate computer skills in Microsoft Word, Excel, and Outlook, and the ability to work with finance databases and software.
• Must possess excellent written and oral communication skills, as well as interpersonal skills in order to effectively communicate with vendors, volunteers, and staff to provide clear instruction on expected deliverables and outcomes.
• Possess excellent organizational and time management skills to be able to efficiently prioritize work and meet identified deadlines.
• Ability to work under pressure, keep all work current and accurate, and respond to identified department deadlines with a sense of urgency.
• Experience in a professional office environment.
• Excellent problem-solving skills.
• Ability to work independently

PHYSICAL REQUIREMENTS
ENVIRONMENTAL CONDITIONS
X Primarily Indoor Work
TYPE OF WORK
XMEDIUM WORK: Lifting 50 pounds maximum with frequent lifting and/or carrying of objects up to 25 pounds.