Gift and Grant Accountant

Colonial Williamsburg Foundation; Williamsburg (VA); On-site; USD 59,600 - 89,400; Full time

Job summary

Colonial Williamsburg Foundation is seeking a Gift and Grant Accountant to oversee restricted gifts, grants, endowments, and donor-funded accounts. You will ensure accurate recording, donor restrictions are honored, and financial reports are timely, supporting audit readiness and transparency.

Reporting to the Assistant Controller, you will collaborate with Development, Finance, and program leaders to maintain internal controls and drive sound financial decision‑making across a complex nonprofit

Qualifications

• Bachelor's degree in accounting.
• Minimum of 3–5 years of progressive accounting experience, preferably in higher education, nonprofit, foundation, sponsored programs, or fund accounting environments.
• Experience with restricted fund, grant, endowment, or gift accounting, including reconciliations, reporting, and compliance support.
• Strong knowledge of GAAP and internal control practices.
• Demonstrated ability to analyze financial data, interpret agreements, and manage multiple deadlines with a high degree of accuracy.
• Advanced proficiency in Microsoft Excel and experience working with ERP or financial systems.

Responsibilities

• Manage the accounting and financial administration of restricted gifts, grants, endowments, and other donor‑ or sponsor‑funded accounts, including fund setup, maintenance, and closeout.
• Establish and maintain appropriate general ledger accounts, fund codes, project codes, and supporting schedules to ensure accurate tracking of restricted activity.
• Record journal entries, reconcile cash and investment activity, and prepare monthly reconciliations for restricted funds, pledges, endowments, grants receivable, deferred revenue, and related balance‑sheet accounts.
• Support sponsored and restricted fund lifecycle activities, including budget revisions, release of restrictions, transfers, cost‑share tracking, billing or draw requests when applicable, and financial closeout.
• Review gift agreements, grant awards, and supporting documentation to interpret financial terms, restrictions, reporting requirements, allowable uses, and compliance obligations.
• Monitor expenditures and fund balances to ensure transactions are accurate, properly coded, allowable, and consistent with donor intent, sponsor requirements, institutional policy, and applicable accounting standards.
• Prepare documentation and respond to requests for external audits, single audits when applicable, donor reviews, and internal compliance reviews.
• Maintain strong internal controls, documentation standards, and records retention practices for gift and grant transactions.
• Prepare periodic financial reports for internal stakeholders, sponsors, donors, and leadership, including budget‑to‑actual analyses in conjunction with Finance, spending summaries, and fund balance reports.
• Assist with month‑end and year‑end close activities related to restricted funds, endowments, and grants, including account analysis, roll‑forwards, audit schedules, and financial statement support.
• Partner with Development, program leaders, cost center administrators, and Finance staff to resolve discrepancies, support stewardship reporting, and improve restricted fund processes.
• Identify opportunities to improve processes, reporting, training, and systems related to gift and grant accounting and contribute to implementation of best practices.

Skills

GAAP knowledge

Excel proficiency

Analytical skills

Communication skills

Education

Bachelor's degree in accounting

Tools

ERP systems

Workday

Job description

Who We Are

Founded in 1926, the Colonial Williamsburg Foundation is a private, not-for-profit educational, historic, and cultural institution that owns and operates one of the largest and best-known museum complexes in the world. Our mission is “that the future may learn from the past” through preserving and restoring 18th-century Williamsburg, Virginia’s colonial capital. We engage, inform, and inspire people to learn about this historic capital, the events that occurred here, and the diverse peoples who helped shape a new nation. Today, Colonial Williamsburg is the largest living history museum in the U.S. The Historic Area is the 301‑acre restored colonial capital with 88 original buildings and 525 buildings reconstructed to how they appeared in the 18th century through extensive archaeological, architectural, and documentary research. The Historic Area is staffed by highly trained, historically dressed interpreters and expert tradespeople who bring the 18th century to life. The Foundation also owns and operates two world‑class museums, the DeWitt Wallace Decorative Arts Museum, and the Abby Aldrich Rockefeller Folk Art Museum, and a renowned research library, the John D. Rockefeller Jr. Library. Additionally, Colonial Williamsburg is home to five world‑class accommodations at the Williamsburg Inn, Williamsburg Lodge Autograph Collection, the Griffin Hotel, the Williamsburg Woodlands Hotels and Suites and the unique Colonial Houses in the Historical Area. Visitors may also indulge in food and drink at our many on‑site restaurants and taverns that blend a historically inspired dining experience with today’s evolved tastes. Each year over 5 million people visit Williamsburg and another 20 million engage with us digitally.

About The Position

The Gift and Grant Accountant, reporting to the Assistant Controller, is responsible for the financial stewardship, accounting, reporting, and compliance oversight of restricted gifts, grants, endowments, and other donor‑supported funds. This role partners closely with Development, Finance, cost center budget managers, and program leaders to ensure transactions are recorded accurately, donor and sponsor restrictions are honored, financial reports are timely and reliable, and internal controls are maintained. The position plays a critical role in supporting audit readiness, fund transparency, and sound financial decision‑making across a complex, mission‑driven organization.

Main Duties

Grant and Gift Fund Administration and Accounting

• Manage the accounting and financial administration of restricted gifts, grants, endowments, and other donor‑ or sponsor‑funded accounts, including fund setup, maintenance, and closeout.
• Establish and maintain appropriate general ledger accounts, fund codes, project codes, and supporting schedules to ensure accurate tracking of restricted activity.
• Record journal entries, reconcile cash and investment activity, and prepare monthly reconciliations for restricted funds, pledges, endowments, grants receivable, deferred revenue, and related balance‑sheet accounts.
• Support sponsored and restricted fund lifecycle activities, including budget revisions, release of restrictions, transfers, cost‑share tracking, billing or draw requests when applicable, and financial closeout.

Compliance, Controls, and Audit Support

• Review gift agreements, grant awards, and supporting documentation to interpret financial terms, restrictions, reporting requirements, allowable uses, and compliance obligations.
• Monitor expenditures and fund balances to ensure transactions are accurate, properly coded, allowable, and consistent with donor intent, sponsor requirements, institutional policy, and applicable accounting standards.
• Prepare documentation and respond to requests for external audits, single audits when applicable, donor reviews, and internal compliance reviews.
• Maintain strong internal controls, documentation standards, and records retention practices for gift and grant transactions.

Reporting and Financial Close

• Prepare periodic financial reports for internal stakeholders, sponsors, donors, and leadership, including budget‑to‑actual analyses in conjunction with Finance, spending summaries, and fund balance reports.
• Assist with month‑end and year‑end close activities related to restricted funds, endowments, and grants, including account analysis, roll‑forwards, audit schedules, and financial statement support.

Collaboration and Process Improvement

• Partner with Development, program leaders, cost center administrators, and Finance staff to resolve discrepancies, support stewardship reporting, and improve restricted fund processes.
• Identify opportunities to improve processes, reporting, training, and systems related to gift and grant accounting and contribute to implementation of best practices.

This job description reflects the general responsibilities of the position and is not intended to be an exhaustive list. Duties, responsibilities, and reporting structure may evolve over time based on operational needs.

Required Education and Experience

• Bachelor's degree in accounting.
• Minimum of 3–5 years of progressive accounting experience, preferably in higher education, nonprofit, foundation, sponsored programs, or fund accounting environments.
• Experience with restricted fund, grant, endowment, or gift accounting, including reconciliations, reporting, and compliance support.
• Strong knowledge of generally accepted accounting principles (GAAP) and internal control practices.
• Demonstrated ability to analyze financial data, interpret agreements, and manage multiple deadlines with a high degree of accuracy.
• Advanced proficiency in Microsoft Excel and experience working with ERP or financial systems.

Preferred Qualifications

• Experience with donor databases, development systems, grant management systems, Workday, or fund accounting platforms.
• Experience preparing audit schedules, donor stewardship reports, or endowment spending analyses.

Key Skills / Competencies

• Strong understanding of restricted fund accounting, financial reporting, reconciliations, and audit support.
• Ability to interpret gift agreements, grant terms, and endowment documentation and translate requirements into sound accounting treatment.
• Strong analytical, problem‑solving, and organizational skills with careful attention to detail.
• Ability to communicate financial information clearly to both financial and non‑financial stakeholders.
• Ability to manage confidential and sensitive information with discretion.
• Demonstrated commitment to customer service, collaboration, and continuous process improvement.

Physical and Environmental Demands

Stand: Yes
Walk: Yes
Sit: Yes
Use hands/fingers: Yes
Climb or balance: Rarely
Stoop/kneel/crouch/crawl: No
Reach with hands/arms: Occasionally
Talk or hear: Yes
Lifting up to 10 lbs.: Rarely
Lifting up to 25 lbs.: Rarely
Lifting up to 50 lbs. (with assistance): Rarely
Lifting up to 100 lbs. (with assistance): No
More than 100 lbs. (with assistance): No
Wet/humid conditions: No
Work near moving mechanical parts: No
Fumes/airborne particles: No
Extreme cold: No
Extreme heat: No

Work Schedule

Regular business hours Monday-Friday

Compensation Disclaimer

The compensation listed below for this position represents the anticipated hiring range and is provided in accordance with Virginia pay transparency requirements. Actual compensation will be determined based on factors such as the selected candidate’s skills, qualifications, experience, education, certifications, internal equity, and the specific requirements of the role.
Range: $59,600 - $89,400