Contracts and Grant Manager

Astor Services Inc.; Town of Rhinebeck (NY); On-site; USD 90,000 - 120,000; Full time

Benefits offered by this job

4 weeks paid vacation annually

13 paid holidays

4 personal days

1 sick day per month

Job summary

Astor Services Inc. seeks an experienced Contracts and Grants Manager to oversee financial administration of county, state, and federal contracts and grants.

The role ensures compliance, revenue recognition, and reporting while maintaining the agency's contract management system to maximize funding and support program outcomes. Reporting to the Director of Accounting, you will partner with program and finance leadership to strengthen oversight, optimize revenue, and support the organization’s

Qualifications

• Bachelor's degree in accounting, Finance, or related field.
• Minimum 5 years of relevant nonprofit/government funding experience.
• Strong analytical and organizational skills with problem solving.
• Ability to interpret contract language and government regulations.
• Experience with billing, claims, or contract-based revenue.
• Advanced Excel skills required (pivot tables, lookups).

Responsibilities

• Maintain a centralized contract and grant management system with current docs.
• Administer county, state, and federal contracts throughout the lifecycle.
• Prepare and submit claims and financial reports to funding agencies.
• Monitor compliance, deadlines, and reimbursement requirements.
• Analyze contract performance and provide financial recommendations.
• Prepare monthly contract financial reports and variance analyses.
• Develop dashboards and management reports to support leadership.
• Coordinate audits and regulatory reporting readiness.

Skills

Analytical

Organizational

Problem solving

Communication

Contract language

Multitasking

GL reconciliations

Billing experience

Education

Bachelors in accounting/finance

Tools

Microsoft Dynamics GP

Acumatica

Intacct

Job description

Description

Astor Services is seeking an experienced and detail-oriented Contracts and Grants Manager to oversee the financial administration of county, state and federal contracts and grants. This position is responsible for contract administration and compliance, billing and claims submission, revenue recognition, financial reporting, reimbursement optimization and maintaining the agency's contract management system to ensure accurate reporting, maximize funding, and support organizational goals. Reporting to the Director of Accounting, the Contracts and Grants Manager serves as a key financial partner to program and finance leadership, ensuring compliance with funder requirements,

strengthening contract oversight, improving financial performance, and supporting the long-term financial stability of Astor's programs.

Job Responsibilities:

• Maintain a centralized contract and grant management system, ensuring all contracts, amendments, budgets, and supporting documentation are current, accurate, and readily accessible.
• Administer county, state, and federal contracts and grants throughout the contract lifecycle, including implementation, renewals, amendments, and closeout.
• Prepare and submit claims and financial reports to funding agencies in accordance with contractual requirements.
• Monitor contract compliance, reporting deadlines, reimbursement requirements, and contract deliverables.
• Monitor contract budgets, expenditures, spend-down, and reimbursement opportunities to maximize revenue and identify financial risks.
• Prepare and post monthly journal entries to record government contract revenue and receivable.
• Ensure revenue is recognized in compliance with applicable accounting standards (e.g., accrual basis, grant/contract rules)
• Partner with program and Finance staff to validate revenue, resolve discrepancies, and support accurate financial reporting.
• Perform monthly reconciliations of general ledger accounts to expense claims, contract budgets, and supporting documentation.
• Investigate and resolve discrepancies between billed, earned, and received revenue.
• Analyze contract performance and provide recommendations to improve financial outcomes.
• Prepare monthly contract financial reports and variance analyses.
• Develop and maintain contract and grant dashboards, and other management reports to support leadership decision-making and monitor contract performance.
• Prepare annual contract budgets and budget modifications.
• Monitor accounts receivable related to government contracts and coordinate efforts as needed.
• Maintain organized documentation to support audits and funding reviews.
• Assist in preparation for Single Audit and other regulatory reporting.
• Review contracts prior to execution to identify financial reporting, billing, and compliance requirements.
• Ensure ongoing compliance with federal, state, county, and funder‑specific regulations.
• Coordinate agency responses to funder monitoring visits, financial reviews, and audits.
• Develop and maintain documentation supporting regulatory compliance and audit readiness.
• Coordinate responses to funder monitoring visits and financial reviews.
• Identify opportunities to improve contract management, reporting, and internal processes.
• Perform other tasks and special projects as requested by the CFO, Director of Accounting, and Director of Budgets and Financial Reporting, contributing to process improvements and system efficiencies.

What we provide:

• 4 weeks paid vacation annually.
• 13 paid holidays.
• 4 personal days.
• 1 sick day per month, accruable to 150 days.
• Fully paid individual LTD and life insurance.
• Eligible for participation in agency medical and dental plan both individual and family, with small employee contribution.
• New longevity incentives.
• Opportunities to make a difference in the lives of children and families in need.
• Collaboration with a team of dedicated professionals in a supportive and dynamic environment.
• Room for growth and advancement within the organization.

Astor Services, a leading provider of behavioral and mental health services in the Hudson Valley and The Bronx, is dedicated to nurturing the emotional and mental well‑being of children, adolescents, and families. With a history spanning over seven decades, we are committed to providing comprehensive care and support to help our clients thrive.

Want to know why our team loves working at Astor? Check out our website for our employee testimonials and discover their stories!

Astor Services does not discriminate against individuals on the basis of race, color, religion, national origin, sex, disability, genetic information, sexual orientation, or age in its programs, activities, or employment.

Requirements

You must have:

• Bachelor's degree in accounting, Finance, or related field.
• Minimum 5 years of relevant experience (nonprofit, healthcare, or government funding preferred).
• Strong analytical, organizational, and problem‑solving skills.
• Excellent written and verbal communication skills.
• Ability to interpret contract language and government regulations.
• Ability to manage multiple competing priorities while meeting strict deadlines.
• Strong understanding of general ledger accounting and reconciliations
• Experience with billing, claims, or contract‑based revenue.
• Advanced Excel skills (pivot tables, lookups, data analysis).

You should have:

• Experience with government funding streams (e.g., Head Start, OMH, OCFS, SED).
• Knowledge of Uniform Guidance (2 CFR Part 200), grant accounting, and Single Audit requirements.
• Experience with financial systems (e.g., Microsoft Dynamics GP, Acumatica, Intacct).
• Current New York State Notary Public commission, or the ability to obtain a commission within six (6) months of hire (Astor will reimburse the cost of obtaining and maintaining the commission).