Fiscal Grants and Contracts Manager

The Fiscal Grants and Contracts Manager reports to the Chief Financial Officer and is responsible for the fiscal administration, invoicing, budgeting, monitoring, reconciliation, and financial reporting of La Familia's government and privately funded grants and contracts. The position supports Community Health and other organizational programs funded by federal, state, county, city, foundation, and other sources.

Working closely with executive leadership, program directors, Finance staff, funders, and external partners, the Manager ensures that grant revenues and expenditures are accurately recorded, adequately supported, billed promptly, and managed in accordance with approved budgets, contract terms, organizational policies, and applicable regulations. The position also supports broader financial operations, including accounts payable, financial statement preparation, reconciliations, forecasting, and management reporting.

This role will uphold and champion the agency’s mission, vision, and values and contribute to a collaborative and inclusive work culture.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

Grant and Contract Financial Management

• Manage the fiscal administration of assigned federal, state, county, city, foundation, and other grants and contracts.
• Review agreements, amendments, approved budgets, allowable-cost requirements, matching obligations, billing schedules, performance periods, and reporting deadlines.
• Maintain grant budgets, expenditure schedules, revenue projections, billing calendars, and supporting financial records.
• Monitor expenditures against approved budgets and identify variances, underspending, overspending, unspent balances, and required budget modifications.
• Ensure expenses are assigned to the correct grant, contract, program, funding source, department, and reporting period.
• Support accurate allocation of salaries, benefits, shared expenses, and indirect costs across funding sources.
• Coordinate grant setup, coding, fiscal handoffs, amendments, and closeouts within the accounting system.

Grant Invoicing and Revenue Management

• Prepare accurate and timely invoices, reimbursement requests, expenditure reports, and financial claims.
• Compile and review supporting documentation, including general ledger reports, payroll records, vendor invoices, contracts, allocation schedules, and proof of payment.
• Reconcile each invoice to the general ledger and verify that billed costs are accurate, allowable, supported, and within the applicable funding period.
• Track submitted invoices, accounts receivable, advances, payment status, and outstanding funder balances; follow up promptly on delayed payments and questioned costs.
• Maintain a master grant and contract register showing awards, amendments, expenditures, billings, collections, remaining balances, contacts, and deadlines.

Budget Development and Financial Analysis

• Assist with proposal budgets, renewal budgets, budget narratives, spending plans, and financial projections.
• Review proposed budgets for accuracy, reasonableness, allowability, adequate cost recovery, and alignment with program plans.
• Prepare monthly budget-to-actual reports and explain material variances to program and executive leadership.
• Forecast the effect of funding changes, amendments, staffing decisions, and spending patterns; recommend timely corrective action.
• Support organizational budgeting, cash-flow planning, and management reporting.

Accounting Compliance and Audit Support

• Prepare journal entries, reconciliations, account analyses, schedules, and month-end and year-end close support.
• Assist with invoice review, payment requests, accounts payable, employee reimbursements, and financial statement preparation.
• Maintain complete, organized, and audit-ready fiscal files for every assigned award.
• Support financial statement audits, Single Audits, funder monitoring, desk reviews, and corrective-action plans.
• Support compliance with 2 CFR Part 200 and other applicable federal, state, local, contractual, and organizational requirements.
• Develop tools, procedures, dashboards, and internal controls that improve invoicing, reporting, documentation, and accountability.
• Protect confidential financial, employee, client, donor, and organizational information.

Staff Supervision:

• Provide functional guidance, training, and work coordination to accounting staff, program administrators, or other employees involved in grant invoicing and financial reporting.
• Provide day-to-day supervision, guidance, and support to assigned staff.
• Set clear expectations, delegate tasks effectively, and monitor staff performance.
• Foster a positive, respectful, and inclusive work environment aligned with organizational values.
• Conduct regular team meetings, check-ins, and coaching sessions.
• Address performance concerns promptly, documenting and escalating issues when necessary.
• Support professional development by identifying training needs and opportunities for growth.

Program & Coverage Responsibilities

• Ensure program operations continue without interruption by providing coverage for essential duties when positions are vacant.
• Temporarily fill in unstaffed roles until the position is filled.
• Prioritize workload and allocate resources to maintain service delivery during staffing gaps.
• Communicate staffing needs and operational impacts to leadership promptly.

Timekeeping & Attendance Responsibilities

• Complete assigned work on or before deadlines in accordance with directives, policies, standards, and prescribed procedures.
• Ensure staff complies with established work schedules, attendance, and punctuality requirements.
• Monitor and approve employee timecards, including daily clock-in/out, breaks, overtime, and leave.
• Ensure employees take required meal and rest breaks in compliance with labor laws and agency policy.
• Submit approvals on time to support accurate payroll processing.
• Investigate and resolve timesheet discrepancies and escalate unresolved issues to HR/Payroll.
• Enforce organizational policies, procedures, and compliance with applicable labor laws.

Other

• Attend trainings and participate in events relevant to key responsibilities.
• Track and regularly report on key metrics for the responsible function areas.
• Leads and collaborates on projects supporting Agency objectives.