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Key Responsibilities and Required Skills for Grant Accountant

💰 $65,000 - $90,000

AccountingFinanceNon-ProfitEducationGovernment

🎯 Role Definition

We are actively seeking a meticulous and driven Grant Accountant to join our dynamic finance team. In this pivotal role, you will be the cornerstone of our grant management process, overseeing the entire financial lifecycle of grants from post-award setup to final closeout. You will ensure the integrity of financial data, maintain strict compliance with funder regulations (including federal, state, and private), and provide crucial financial insights to program managers and leadership. The ideal candidate is a proactive problem-solver with a deep understanding of accounting principles and grant compliance, passionate about supporting our mission through exceptional fiscal stewardship.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Staff Accountant
  • Fund Accountant
  • Junior Financial Analyst

Advancement To:

  • Senior Grant Accountant
  • Grants Manager
  • Assistant Controller / Controller

Lateral Moves:

  • Financial Analyst (with a focus on restricted funds)
  • Compliance Officer

Core Responsibilities

Primary Functions

  • Manage the complete post-award financial administration of a diverse portfolio of grants, including federal, state, local government, and private foundation awards.
  • Prepare, review, and submit accurate and timely financial reports, invoices, and billings to granting agencies in accordance with their specific requirements.
  • Develop and maintain comprehensive budgets for grant proposals and monitor post-award spending to ensure alignment with the approved budget and work plan.
  • Conduct monthly and quarterly grant-to-actual variance analysis, providing detailed explanations and recommendations to program managers for corrective action.
  • Ensure all grant-related expenditures are allowable, allocable, and reasonable, maintaining strict adherence to funder guidelines and regulations such as Uniform Guidance (2 CFR 200).
  • Perform monthly reconciliation of all grant-related general ledger accounts, including grants receivable, deferred revenue, and revenue recognition.
  • Facilitate the grant closeout process, including the preparation of final financial reports, reconciliation of all transactions, and ensuring all documentation is complete and auditable.
  • Serve as the primary financial point of contact for program staff, providing guidance and training on grant compliance, financial management, and proper expense coding.
  • Collaborate closely with the development team during the pre-award phase to review grant proposal budgets for accuracy, completeness, and compliance with organizational policies.
  • Prepare detailed schedules and provide robust support for the annual single audit (A-133) and other funder-specific audits, responding to auditor inquiries and requests.
  • Oversee and monitor the financial activities of sub-recipients, ensuring they comply with prime award terms and conditions and submit timely financial reports.
  • Maintain the official grant files and documentation system, ensuring all financial records, correspondence, and reports are organized and readily accessible.
  • Process and post complex journal entries related to grant revenue, indirect cost recovery, and allocation of shared costs across multiple funding sources.
  • Track and manage program income, cost-sharing, and matching fund requirements, ensuring proper documentation and reporting.
  • Assist in the calculation, application, and negotiation of the organization's federally approved indirect cost rate (NICRA).
  • Monitor cash flow for grant-funded projects, preparing drawdown requests from federal payment systems (e.g., ASAP, PMS) as needed.
  • Review and approve grant-related purchase orders, employee expense reports, and vendor invoices to ensure proper coding and compliance with grant terms.
  • Stay current with changes in accounting standards (GAAP/FASB) and federal regulations that impact grant accounting and reporting.
  • Develop and refine financial models and forecasts for grant-funded programs to support strategic decision-making.
  • Prepare and analyze the monthly release of temporarily restricted net assets, ensuring revenue is recognized in the proper period.

Secondary Functions

  • Assist in the development, documentation, and implementation of new grant accounting policies, procedures, and internal controls to improve efficiency and compliance.
  • Provide training and support to non-finance staff on understanding financial reports, budget management, and grant compliance requirements.
  • Participate in the implementation and optimization of financial accounting systems and software to enhance grant tracking and reporting capabilities.
  • Support the broader accounting team with month-end close activities and special projects as assigned by the Controller or CFO.

Required Skills & Competencies

Hard Skills (Technical)

  • Grant Compliance: Deep knowledge of federal grant regulations, particularly Uniform Guidance (2 CFR 200), and experience with various federal, state, and private funders.
  • Financial Reporting: Proven ability to prepare accurate, timely, and compliant financial reports, invoices, and drawdown requests for granting agencies.
  • Accounting Principles: Strong understanding of Generally Accepted Accounting Principles (GAAP), especially as they apply to non-profit revenue recognition (ASU 2018-08).
  • Advanced Excel: High proficiency in Microsoft Excel, including VLOOKUP, pivot tables, SUMIFs, and financial modeling for budgeting and analysis.
  • ERP/Accounting Software: Hands-on experience with accounting systems such as NetSuite, Blackbaud Financial Edge/Raiser's Edge, Workday, or similar enterprise-level platforms.
  • Budgeting & Forecasting: Skill in developing, managing, and analyzing complex budgets for multiple grants and programs.
  • Audit Support: Experience preparing schedules and documentation for annual single audits (A-133) and other external audits.

Soft Skills

  • Attention to Detail: Exceptional precision and accuracy in managing financial data, reconciling accounts, and reviewing compliance documents.
  • Communication: Excellent written and verbal communication skills to clearly explain complex financial information to both finance and non-finance stakeholders.
  • Problem-Solving: Strong analytical and critical-thinking skills to identify issues, research solutions, and implement effective corrective actions.
  • Time Management & Organization: Ability to manage multiple deadlines, prioritize a complex workload, and maintain highly organized records in a fast-paced environment.
  • Collaboration: A team-oriented mindset with the ability to build effective working relationships with program managers, development staff, and external partners.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor’s degree from an accredited institution.

Preferred Education:

  • Master's Degree in a relevant field.
  • Certified Public Accountant (CPA) or Certified Management Accountant (CMA) designation.

Relevant Fields of Study:

  • Accounting
  • Finance
  • Business Administration

Experience Requirements

Typical Experience Range: 3-7 years of progressive experience in accounting, with at least 2 years directly focused on grant accounting and management, preferably in a non-profit, university, or research setting.

Preferred: Experience managing a portfolio of federal awards (e.g., from HHS, NSF, DOJ, USAID) and familiarity with their specific reporting systems and requirements.

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