Accounting/Grant Manager

Socket.dev; Benton Harbor (MI); On-site; USD 55,000 - 75,000; Full time

Job summary

Caring Connection in the United States is seeking an Accounting/Grant Manager to prepare grant-related billings and reimbursements, and to ensure budget accuracy across programs.

The role extracts financial data from the general ledger, posts receipts, and maintains grant documentation, while coordinating purchasing to keep expenditures within approved budgets.

You will collaborate with the CFO and program directors, support audits, and ensure compliance with grant requirements.

Qualifications

• Understanding of general accounting principles and invoicing methods.
• Proficiency with MS Office, especially Excel.
• Advanced Excel skills including pivot tables.
• Strong organizational and detail orientation.
• Ability to multitask and meet deadlines.
• Experience with government accounting and audits.
• Non-profit fund accounting experience preferred.

Responsibilities

• Grant Budget Development: Assist with budget development and monitoring within grant requirements.
• Grants Billing Processing: Maintain billing tracking, prepare and submit billings and supporting documents.
• Data Entry & Financial Reporting: Prepare cost and reimbursement reports; post journal entries and maintain recovery records.
• Customer Service & Program Support: Provide billing information and reports to CFO and program directors; respond to inquiries.
• Document & Grant Management: Track grant contracts, reporting requirements, and deadlines; maintain documentation.
• Purchasing & Budget Oversight: Oversee purchasing to ensure costs are allowable and within budgets.
• Other Duties: Assist with special financial projects and duties.

Skills

Accounting principles

A/P & A/R

Attention to detail

Multitasking

Deadline-driven

Government accounting

Communication

Education

BA in business, accounting or finance

5 years bookkeeping/accounting clerk experience

Non-profit fund accounting experience preferred

Tools

MS Office Suite

Excel

Pivot tables

Job description

Description

Position Summary:

The Accounting/Grant Manager is responsible for preparing grant-related program billings and reimbursement requests in accordance with applicable grantor and program requirements. This position extracts financial information from the general ledger and compares expenditures and revenues against approved grant and program budgets to ensure accuracy, compliance, and proper financial reporting. The Accounting/Grant Manager is also responsible for securing and recording revenue by verifying and posting receipts, identifying and resolving account discrepancies, and maintaining accurate financial records. Additionally, this position oversees purchasing/procurement and management activities to ensure expenditures remain within approved budgets, applied to proper programs & accounts, and comply with organizational policies and applicable grant requirements.

Duties And Responsibilities:

Grant Budget Development

• Assist team with budget development & monitoring within grant requirements

Grants Billing Processing

• Maintains spreadsheets and tracking systems related to grant and program billing.
• Prepares and submits grant and program billings, invoices, and required supporting documentation, including receipts, statements, purchase orders, and other documentation, through the appropriate agency websites.
• Assists with coding grant payment checks to the appropriate program and invoice number.
• Creates and enters updates to grant tracking spreadsheets to ensure accurate and current information.
• Maintains an organized filing system for all grant and program billing documentation, including contracts, billing statements, accruals, adjustments, payment checks, financial statements, correspondence, and other supporting records for quick reference.
• Follows up with county agencies and grantors regarding outstanding payments and reimbursement requests.

Data Entry & Financial Reporting

• Prepare monthly and annual cost reports, reimbursement reports, and other financial reports as required.
• Prepares invoices for all assigned contracts.
• Prepares month-end journal entries related to billing, claims, and grant/program revenue.
• Oversees and maintains contribution worksheets to ensure accuracy and completeness.
• Extracts financial information from the general ledger and compares actual expenditures and revenues to approved grant and program budgets.

Customer Service & Program Support

• Works closely with program staff to monitor grant and program budgets against actual expenses.
• Provides the CFO, or designee, and Program Directors with billing information, financial statements, budget-to-actual reports, and other financial reports as requested.
• Respond promptly and professionally to telephone and email inquiries regarding grants, contracts, reimbursements, and program billings.
• Assists with preparation for grantors, agency, and other financial site visits and audits.

Document & Grant Management

• Tracks grant and contract agreements, renewal dates, reporting requirements, billing deadlines, and grant schedules.
• Maintains and updates spreadsheets, billing records, accounting forms, and other grant-related documentation.
• Ensure grant and billing documentation is complete, accurate, organized, and readily available for reporting and audit purposes.

Purchasing & Budget Oversight

• Oversee purchasing activities related to assigned grants and programs to ensure compliance with approved budgets and organizational policies.
• Review expenditures and purchasing activity to ensure costs are allowable, properly documented, and appropriately allocated to the applicable grant or program.
• Identifies and resolves discrepancies between general ledger activity, grant budgets, billing records, and supporting documentation.
• Follow established policies and grantor requirements regarding purchasing, billing, reimbursement, and financial reporting.

Other Duties

• Assist with special projects and other financial initiatives within the Finance Department.
• Performs other duties and responsibilities as assigned.

Requirements

Qualifications:

• Knowledge of general accounting principles, A/P and A/R invoicing methods and aging processes.
• Proficiency with MS Office Suite: Word, Excel, and PowerPoint
• Must have advanced skills in Excel, including the ability to create pivot tables.
• Organizational skills and attention to detail.
• Ability to multitask and work well under due date deadlines.
• Ability to react to change productively and handle other essential tasks as assigned.
• Ability to deal with government accounting representatives in resolving collection issues.

Minimum Education and Experience:

• Minimum BA degree in business, accounting or finance with at last one full year of accounting job experience.
• Alternative to education would be a minimum of 5 years’ experience in bookkeeping or as an accounting clerk.
• Experience with non-profit fund accounting preferred.

Special Conditions of Employment:

• Valid Driver’s License, a working motor vehicle, and proof of current vehicle insurance.
• Undergo and successfully pass a State of Michigan LIEN Check and Central Registry Clearance.
• Negative TB Test upon hire with follow-up TB tests as required by Caring Connection policy.
• Undergo a background check with no recent felony convictions and no abuse/neglect convictions.
• Must have the ability to work a flexible schedule.