Finance and Grants Manager

General Description

• Planning, development, analysis, coordination, and administration of the Housing Authority’s operating budget;
• Developing fiscal controls and systems;
• Providing centralized administrative support functions (e.g. personnel, payroll, and purchasing);
• Handling tax credit compliance and asset management;
• Managing grant evaluation, reporting, and integration of grant funding into financial systems; and
• Preparing related analysis and recommendations.

The Community Development Authority’s (CDA’s) mission is to develop and provide inclusive and safe places through quality affordable housing, services, and community resources in the City of Madison. The CDA accomplishes this mission through the effective administration of U.S. Department of Housing and Urban Development (HUD) contracts for a wide variety of programs and resources, including low-income Public Housing, Multifamily Housing, Section 8 Housing assistance, and low-income housing tax credit programs. The CDA is committed to equitable and just housing practices and is working to increase quality low-income and affordable housing throughout the City of Madison. Working for the CDA provides a sense of fulfillment and opportunities for growth, as CDA employees contribute to the betterment of their community by providing quality environments and affordable housing options now and in the future.

Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn’t match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.

Examples of Duties and Responsibilities

Financial Management

• Oversee payroll process and process payroll in the absence of the Payroll Specialist.
• Develop and implement the annual CDA capital and operating budget process. Provide guidance to Managers for inclusion in the budget process.
• Create grant and project framework in MUNIS system. Provide regular review of multi-year funding and make necessary budget amendments.
• Review capital needs assessments and replacement reserves for Public Housing properties and mixed finance properties. Create budget assumptions and forecast revenue and expenses.
• Analyze salary and benefit expense allocations, make necessary recommendations for changes, and monitor for accuracy and compliance.
• Allocate expenses and revenues. Respond to budget questions from investors, lenders, and other related parties. Address shortfalls and allocate budget over a 12-month period. Assist with budget service proposal and transmittal memo. Submit to budget approval to HUD.
• Ensure accounting functions related to purchasing and invoice processing, revenue allocations, employee expense claim reimbursement, and purchase card transactions are completed timely. Reconcile petty cash.
• Perform financial forecasting and reporting. Review audits and present to CDA Board for acceptance. Review and implement internal controls. Make recommendations regarding efficient use of resources.
• Complete month-end close process.
• Prepare monthly and year-to-date financial statements. Review variances with Cost Center Managers and identify problems and corrective action. Review statements with Director and provide recommendations. Prepare quarterly financial reports for the CDA Board, attend board meetings, and respond to questions. Prepare year-end reports.
• Create financial policies per federal regulations and state requirements. Educate staff on policy and best practices related to fiscal management.
• Serve as liaison to City Finance and Treasurer.
• Ensure CDA vendors are compliant with the City’s Affirmative Action policies and are informed of CDA purchasing policies.

Asset Management and Tax Credit Compliance

• Ensure Low-Income Housing Tax Credit properties are compliant under Section 42 Internal Revenue Service (IRS) regulations.
• Provide technical oversight of third-party managed property portfolio. Ensure annual invoices are processed (e.g. insurance, PILOT, asset management, and owner draws).
• Ensure compliance with financial obligations. Monitor financing and loan agreements. Ensure bank accounts are established correctly. Obtain and review amortization schedules. Review bank statements. Monitor cash flows, reserve accounts, and bank ratings. Ensure compliance with Operating Agreement.
• Develop and maintain reporting mechanisms. Monitor and report on operational and financial performance of each property. Compile, analyze, and present reports and recommendations to senior staff and Board of Commissioners.
• Collect and interpret financial component information, provide asset management reports to Tax Credit investors and ensure asset management fees are paid.
• Coordinate annual audit engagement ensuring all key parties are aware of upcoming deadlines and submission items. Review audits and work through potential audit findings, problems, or observations with auditors. Conduct annual site visits and property inspections. Participate in reviews conducted by the Wisconsin Housing and Economic Development Authority (WHEDA) and tax credit investors.
• Establish a system for monitoring key dates for reporting and payment requirements and contract expirations. Ensure property taxes are paid and tax exemption certificates and state Annual Report are filed.
• Ensure annual reporting is submitted to WHEDA. Ensure annual compliance monitoring fees and asset management fees are paid.
• Assist in developing policies and procedures.
• Provide financial technical assistance for the unwinding of limited liability corporations at the end of initial tax credit compliance period.

Grants Management

• Provide management of the Resident Opportunity and Self Sufficiency (ROSS) grant. Assist Service Coordinator and Property Managers in grant administration and budget matters. Create logic model, ensuring accountability with proper evaluation tools for data collection on service and activity measures and outcomes. Prepare annual program reporting (HUD 96010), yearly progress reports, financial reports, and narrative reports.
• Develop a system to track grant matching funds. Ensure funds are accurately allocated and align with federal regulations. Advise Staff on allowable expenses.
• Provide management of the Multifamily Housing Service Coordinator grants. Act as the Quality Assurance Manager. Develop a Quality Assurance Plan and ensure annual desk- and on-site audits are conducted in compliance with federal regulations. Provide feedback to staff and develop grant goals based on outcomes. Write logic model and ensure implementation.
• Work with City Finance to provide revenue allocation amounts for the drawdown of funds. Review grant expenditures to ensure compliance with City and CDA capitalization policies, and process amendments to correct grant expense allocations as needed.
• Serve as a back up to the Property Operations Manager by providing technical assistance on Public Housing Capital Fund Program (CFP) financial tasks.
• Serve as GrantSolutions agency administrator. Maintain active registration for System of Award Management (SAM).

Perform related work as required.

Minimum Qualifications

• Four (4) years of experience in applying the following:
  • Professional accounting theory, principles, and practices.
  • Payroll procedures, time conversion, and payroll systems.
  • General office procedures, methods, and equipment.
  • Computer software applicable to the duties of the position, Microsoft Word, Excel, PowerPoint, SharePoint, and database systems.
• Two (2) years of experience in applying the following:
  • Various accounting systems and their applicability to municipal financial operations.

• Three (3) years of professional accounting experience in performing financial audits, preparing financial reports, and reconciling reports and records.
• Associate's degree in Accounting, or a Bachelor's degree in a related program such as finance, including completion of advanced-level accounting major coursework.

OR

• One (1) year of professional accounting experience in performing financial audits, preparing financial reports, and reconciling reports and records.
• Bachelor's degree in Accounting.

The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore, successful candidates will have demonstrated ability to work effectively with multicultural communities.

For a complete list of the Knowledge, Skills, and Abilities, please see the class specification.

Special Requirements

• Ability to meet the transportation requirements of the position.
• Must be able to obtain Tax Credit Compliance certification and Certified Housing Asset Manager Certification from a CDA approved training organization (i.e., NAHRO, NCHM, NeighborWorks) within twelve (12) months of employment.

• The payroll title is Accountant 3.