What are the responsibilities and job description for the Grants Finance Manager position at Metro United Way?
Grants Finance Manager
POSITION SUMMARY
The Grants Finance Manager is a critical position on Metro United Way’s Development Team that helps manage our growing grants portfolio. The Grants Finance Manager works closely with other members of Grants Team, as well as cross-functionally with the Impact and Finance Teams, to ensure accurate financial information for our grants portfolio.
KEY RESPONSIBILITIES / ESSENTIAL FUNCTIONS
1. Oversee financial transactions for grants, restricted funds, and investments:
• Setup of restricted accounts and budgets in Grants Module of accounting system including creation of inventory ids as needed.
• Proper coding and tracking of expenditures in accounting system and other methods as needed.
• Utilization of Grants Module in accounting system, including contractor management.
• Monthly reconciliation of grant and restricted fund expenditures to ensure accounting records balance with expenses and misapplications are corrected.
• Monitor compliance with funder or restricted fund requirements and spending to ensure adherence to policies, procedures, and reporting requirements. Ensure all expenses are properly coded and aligned with grant agreement and goals.
2. Process payments on grants and restricted funds.
• Review incoming invoices related to project activities, ensure satisfactory delivery of goods or services, and obtain proper approvals of payments.
• Review financial reports for completeness and to establish appropriate payments based on expected deliverables, and ensure that payments are in-line with procedures.
• Determine appropriate budgets and process payments on grants funds. Track balances and ensure accounting records balance with receivables and expenses.
3. Support Impact Team in investments, budget management, and budgeting process.
• Analyze and monitor projects’ fund balances and keep project team informed of status, including regular check-ins with staff to ensure deliverables and spending are accurate and on schedule.
• Maintain knowledge of grant awards and funder guidelines and respond to impact staff inquiries regarding use of funds.
• Provide support for the organization’s annual budgeting process, including ensuring restricted, board designated, and grant funds are included in operating budgets as projected for the upcoming fiscal year.
• Train and assist staff with development of operating budgets.
• As needed, provide reports on restricted funds and funds overseen by the Community Impact Cabinet.
4. Review and approve subcontracted entities’ financial reports and oversee and track payments to subcontractors.
5. Provide financial and administrative advice and support throughout the life cycle of grants:
• Develop budgets for grant proposals.
• Process grant awards.
• Translate funder budget to organization forms to support tracking, including addition to accounting system.
• Produce and submit required financial reports and supporting documentation for grant reporting requirements.
• Calculate payroll and benefits for staff supported with grant funds.
• Manage grant budgets and support appropriate stewardship of project resources. Review and advise on budget amendments and maintain accurate administrative and financial project data.
• Collaborate with program staff on project closures and review completed transactions to confirm that all deliverables have been received and all financial transactions have been recorded.
6. Provide information to Finance Department and Auditors to support annual audit.
7. In collaboration with Grants Director, Deputy CFO, and Impact staff, determine finance charges are allocable to the grant award, ensuring correct allocation of salaries charged to the program/project.
8. Work with CFO and Deputy CFO to ensure appropriate internal controls for restricted funds management.
9. Prepare miscellaneous organizational reports for UWW Database 2, Financial Institution Community Reinvestment Act verifications, audit verifications for investment awardees, donor requests.
10. Review and recommend options for the continuous improvement of policies, procedures, and system enhancements to increase the efficiency and effectiveness of service delivery, administration and monitoring of projects.
11. Perform other duties as assigned
The Grants Finance Manager is a critical position on Metro United Way’s Development Team that helps manage our growing grants portfolio. The Grants Finance Manager works closely with other members of Grants Team, as well as cross-functionally with the Impact and Finance Teams, to ensure accurate financial information for our grants portfolio.
KEY RESPONSIBILITIES / ESSENTIAL FUNCTIONS
1. Oversee financial transactions for grants, restricted funds, and investments:
• Setup of restricted accounts and budgets in Grants Module of accounting system including creation of inventory ids as needed.
• Proper coding and tracking of expenditures in accounting system and other methods as needed.
• Utilization of Grants Module in accounting system, including contractor management.
• Monthly reconciliation of grant and restricted fund expenditures to ensure accounting records balance with expenses and misapplications are corrected.
• Monitor compliance with funder or restricted fund requirements and spending to ensure adherence to policies, procedures, and reporting requirements. Ensure all expenses are properly coded and aligned with grant agreement and goals.
2. Process payments on grants and restricted funds.
• Review incoming invoices related to project activities, ensure satisfactory delivery of goods or services, and obtain proper approvals of payments.
• Review financial reports for completeness and to establish appropriate payments based on expected deliverables, and ensure that payments are in-line with procedures.
• Determine appropriate budgets and process payments on grants funds. Track balances and ensure accounting records balance with receivables and expenses.
3. Support Impact Team in investments, budget management, and budgeting process.
• Analyze and monitor projects’ fund balances and keep project team informed of status, including regular check-ins with staff to ensure deliverables and spending are accurate and on schedule.
• Maintain knowledge of grant awards and funder guidelines and respond to impact staff inquiries regarding use of funds.
• Provide support for the organization’s annual budgeting process, including ensuring restricted, board designated, and grant funds are included in operating budgets as projected for the upcoming fiscal year.
• Train and assist staff with development of operating budgets.
• As needed, provide reports on restricted funds and funds overseen by the Community Impact Cabinet.
4. Review and approve subcontracted entities’ financial reports and oversee and track payments to subcontractors.
5. Provide financial and administrative advice and support throughout the life cycle of grants:
• Develop budgets for grant proposals.
• Process grant awards.
• Translate funder budget to organization forms to support tracking, including addition to accounting system.
• Produce and submit required financial reports and supporting documentation for grant reporting requirements.
• Calculate payroll and benefits for staff supported with grant funds.
• Manage grant budgets and support appropriate stewardship of project resources. Review and advise on budget amendments and maintain accurate administrative and financial project data.
• Collaborate with program staff on project closures and review completed transactions to confirm that all deliverables have been received and all financial transactions have been recorded.
6. Provide information to Finance Department and Auditors to support annual audit.
7. In collaboration with Grants Director, Deputy CFO, and Impact staff, determine finance charges are allocable to the grant award, ensuring correct allocation of salaries charged to the program/project.
8. Work with CFO and Deputy CFO to ensure appropriate internal controls for restricted funds management.
9. Prepare miscellaneous organizational reports for UWW Database 2, Financial Institution Community Reinvestment Act verifications, audit verifications for investment awardees, donor requests.
10. Review and recommend options for the continuous improvement of policies, procedures, and system enhancements to increase the efficiency and effectiveness of service delivery, administration and monitoring of projects.
11. Perform other duties as assigned
Metro United Way Vision and Mission The vision of Metro United Way is that our regional community will be the most vital, caring community in the nation. Our mission is to improve lives by mobilizing the caring power of our community.
For more than 100 years, Metro United Way (MUW) has been improving lives and our community, which includes Jefferson, Bullitt, Oldham, and Shelby counties in Kentucky and Clark, Floyd, and Harrison counties in Indiana. We are uniquely positioned to harness the power of donors, volunteers, thought leaders, experts, other nonprofits, and government at all levels to ensure positive, sustainable change for every person in our seven-county region.
For more than 100 years, Metro United Way (MUW) has been improving lives and our community, which includes Jefferson, Bullitt, Oldham, and Shelby counties in Kentucky and Clark, Floyd, and Harrison counties in Indiana. We are uniquely positioned to harness the power of donors, volunteers, thought leaders, experts, other nonprofits, and government at all levels to ensure positive, sustainable change for every person in our seven-county region.
Now more than ever, we are focused on three priorities: thriving kids, strong households, and an equitable community. Because there’s nothing more important than ensuring our community’s children have what they need to thrive; when we have strong households we are creating pathways out of poverty to prosperity which is a win for us all; and we envision the Greater Louisville region as a place where zip code doesn’t determine destiny and everyone has the opportunity to live up to their full potential.
We use data-driven insights to identify our community’s greatest needs and address systemic challenges with a focus on advancing equity and sharing opportunities for all. Together, we fight to improve the disparities that persist in early care and education, economic mobility, home ownership, racial equity, and public policy in our community.
There is no single solution, and we strongly believe that the key to social change is working together beyond individual efforts to impact widespread progress. That is why our approach is so effective - we are on the ground, leading collective action that drives results at scale.
KNOWLEDGE, SKILLS, AND ABILITIES
· Must be personally committed to advancing MUW’s values, mission, goals, and strategies.
- Education/Experience: Minimum of two years’ grant management, accounting, payroll or finance experience in a nonprofit, corporation, or similar organization.
- Attention to detail
- Ability to efficiently analyze and interpret a wide variety of financial data
- Strong communication and interpersonal skills
- Must be effective in a fast-paced environment and capable of prioritizing multiple, changing tasks.
- Ability to learn new software associated with MUW’s accounting and financial systems.
- Demonstrated skill with MS Office tools (Word, Excel, PowerPoint, etc.)
- Tact and diplomacy when interacting with colleagues and donors
- Strong problem-solving skills and a commitment to finding solutions and improving processes.
- Ability to use sound judgment, sensitivity, and discretion in handling confidential information and situations.
- Ability to manage several projects simultaneously, set priorities and meet multiple deadlines.
- Knowledge of the human service system.
- Must be able to work nights, weekends and other unusual hours when necessary (rarity).
BEHAVIORAL EXPECTATIONS
- Embraces the Metro United Way Values:
- Champion Equity – Commits to operationalizing and integrating diversity, equity, and inclusion into our culture every day, because without equity our other values are incomplete.
- Think We Before Me – Prioritizes team and community over self; is a consistent ambassador of MUW both inside and out of the office.
- Build Up – Cultivates growth in self, colleagues, and community through succeeding and failing forward.
- Break Through – Demonstrates courage, innovation, and resiliency by embracing change and encouraging and acting on new ideas.
- Own It – Takes personal responsibility and accountability for one’s role and actions.
- Assists or takes on new tasks to help Metro United Way achieve its mission.
- Maintains confidentiality regarding personnel and organizational information.
- Adheres to and models the Metro United Way Guidelines for Appropriate Conduct at all times.
Note: The description given is intended only to provide information about the general nature of the job and is not an all-inclusive list of the job duties, skills or abilities which may change.
