SENIOR ACCOUNTANT GRANT ADMINISTRATOR
The Senior Accountant & Administrator, Grants plays a critical role in advancing our mission by working closely with the Assistant Controller and CFO to ensure our government funding is administered and accounted for so we can continue to develop affordable housing, maintain quality properties for our residents, and create meaningful programming. This position helps ensure that the work we do is sustainable, mission-aligned, and responsive to the evolving needs of the Brooklyn communities we serve.
• Support grant and contract proposal submissions to funding sources, supporting all initiatives and programs, including:
- the financial and administrative review of proposals and providing input/feedback as necessary, and
- verifying the accuracy and integrity of budgets and all documentation included in the proposal and contract documents prior to submitting.
• Monitor funding and transaction accounting for all initiatives and programs. This includes performing grant-related post-award functions (e.g., budget and expense analysis reconciliations, and budget modifications) and ensuring compliance with all contractual obligations and that data is tracked accurately for each funding source as appropriate.
• Prepare billings for all programs, ensuring that all costs have been recorded in the general ledger and receivables have been accurately accrued in the correct month of service.
• Ensure recording and appropriate documentation of all transactions for programs, including all accounts receivable, accounts payable, and general ledger entries for the month-end, making necessary accruals if needed.
• Review and approve prior to payment of all expenses charged to programs for appropriateness, allowability, allocability, authorization, coding, and documentation.
• Ensure cost allocations are made in accordance with valid methods.
• In conjunction with the Assistant Controller, submit regular reports, including annual, quarterly, or other reports, as required by the various funding agreements.
• Prepare monthly aged receivables by program to discuss with the leadership team (including the status of collections and any disallowances). Take appropriate action to follow up with funding sources on the status of open receivables.
• Review performance to budget monthly with leadership. Be a resource for questions regarding financial procedures, cost eligibility and budget. Inform the CFO of funding streams supporting each staff member’s activity.
• Assist in annual independent and ongoing grantor audits by preparing audit schedules and account analyses and retrieving documents.
• Assist Program Management with the preparation of the annual budget, having developed a complete understanding of funding sources, operational requirements, cost to enrollment models and allowable costs, non-government match, and contractor contribution. Work to maximize reimbursement under each discrete funding source. After approval, enter the budget into the accounting software.
• Maintain individual contract files containing copies of the grant/contract, any amendments, relevant correspondence regarding the grant/contract, and reports of expenditures or billings.
• Assist and lead the systems projects in areas of billing, accounting and other supports as needed.
• Act as liaison with Funders, Management and Finance to provide information and documentation and provide clarification on contract administration questions.
• Develop and maintain strong working knowledge of government grant award and invoicing systems (i.e., SAM, Grants.gov, HHS, NYS Grant Gateway, NYC Accelerator).
• Ensure a high level of confidentiality with all Information.
• Perform other duties as necessary and assigned.