Grant Administrative Clerk

Lawny; City of Rochester (NY); Hybrid; USD 37,000 - 66,000; Full time

Benefits offered by this job

Medical premium coverage

Dental insurance

Life insurance

Disability insurance

Vision insurance

Paid vacation days

Sick days

Personal days

Holidays and floating holidays

35-hour work week

Hybrid work schedule

Job summary

The Grant Administrative Clerk at LawNY supports federal, state, and private grant programs by preparing reimbursement requests, budgets, and financial reports. You will ensure timely vouchering, document control, and funder compliance while collaborating with the Grant Fiscal and Compliance Administrator, Finance, and program staff.

We value detail-oriented professionals with strong Excel skills and experience in grant accounting.

Qualifications

• Experience preparing grant reimbursement requests and financial reports, preferably for federal and state grants.
• Knowledge of grant financial compliance, including applicable federal and state funding requirements.
• Strong proficiency in accounting software and Microsoft Excel.
• Excellent organizational, analytical, and communication skills with strong attention to detail.
• Ability to manage multiple deadlines and work independently while collaborating effectively with finance and program staff.

Responsibilities

• Prepare and submit grant reimbursement requests (vouchers) and required financial reports by funder deadlines.
• Prepare and maintain individual project budgets and supporting documentation.
• Compile financial data from the accounting system to support billing, reimbursement requests, and financial reporting.
• Reconcile grant expenditures with accounting records and approved budgets.
• Communicate with funders regarding reimbursement requests, financial reporting, budget revisions, and other grant-related fiscal matters.
• Monitor grant expenditures to ensure compliance with approved budgets and funding requirements.
• Maintain grant financial files, supporting documentation, and audit-ready records.
• Track reporting, reimbursement, and grant deadlines to ensure timely submissions.
• Assist in preparing documentation for grant monitoring visits and audits.
• Coordinate with program and finance staff to resolve grant-related fiscal issues and ensure compliance with funding requirements.

Skills

Accounting software

Microsoft Excel

Grant accounting knowledge

Attention to detail

Communication

Tools

Accounting software

Job description

Position Summary

The Grant Administrative Clerk is responsible for preparing and submitting grant reimbursement requests and financial reports for LawNY's portfolio of federal, state, and private grants. This position ensures timely and accurate vouchering, maintains required financial documentation, and supports compliance with funder requirements. The Grant Administrative Clerk works closely with the Grant Fiscal and Compliance Administrator, Executive Director, Finance Department, and program staff to support grant administration and financial reporting.

Grant Reporting and Vouchering

• Prepare and submit grant reimbursement requests (vouchers) and required financial reports in accordance with funder deadlines.
• Prepare and maintain individual project budgets.
• Compile financial data from the accounting system to support billing, reimbursement requests, and financial reporting.
• Review supporting documentation to ensure expenditures are accurate, allowable, and adequately documented prior to submission.
• Reconcile grant expenditures with accounting records and approved grant budgets.
• Communicate with funders regarding reimbursement requests, financial reporting, budget revisions, and other grant-related fiscal matters.

Grant Monitoring and Compliance

• Monitor grant expenditures to ensure compliance with approved budgets and funding requirements.
• Maintain grant financial files, supporting documentation, and audit-ready records.
• Track reporting, reimbursement, and grant deadlines to ensure timely submissions.
• Assist in preparing documentation for grant monitoring visits and audits.
• Coordinate with program and finance staff to resolve grant-related fiscal issues and ensure compliance with funding requirements.

Qualifications

• Experience preparing grant reimbursement requests and financial reports, preferably for federal and state grants.
• Knowledge of grant financial compliance, including applicable federal and state funding requirements.
• Strong proficiency in accounting software and Microsoft Excel.
• Excellent organizational, analytical, and communication skills with strong attention to detail.
• Ability to manage multiple deadlines and work independently while collaborating effectively with finance and program staff.

Compensation Package

The beginning salary for a Grant Administrative Clerk at LawNY with no experience is $37,487 and the salary for a Grant Admistrative Clerk with thirty years of experience is $65,687. Salary will be based on experience. LawNY is a qualifying employer for the Public Service Loan Forgiveness program(PSLF).

LawNY® provides an excellent package of fringe benefits including:

• 94% Employer paid Medical Premium with 100% Employer paid in-network deductible
• 100% Employer paid Dental Insurance
• 100% Employer paid Life Insurance
• 100% Employer paid Enhanced Short-term Disability
• 100% Employer paid Long-term Disability
• Vision Insurance
• 20 Paid Vacation days per year
• 12 Sick days per year
• 5 Personal days per year
• 13.5 Holidays plus 2 floating Holidays per year
• 35-Hour Work Week
• Hybrid Work Schedule (new staff are able to work from home up to 3 days per week. After 6 months, this increases to 5 days per week with Manager approval, as workload permits)

Organization Information

Legal Assistance of Western New York, Inc. (LawNY®) is a not-for-profit law firm that provides free civil legal services to clients with low-income in a 14 county area of Western New York, the Finger Lakes, and the Southern Tier. LawNY has seven fully staffed field offices in Bath, Elmira, Geneva, Ithaca, Jamestown, Olean and Rochester, satellite offices in Lakeville and Lyons, and a business office in Rochester.

LawNY has been providing high quality legal representation for 54 years, and today has over 180 employees, including attorneys, paralegals, and a legal support team who work closely across areas of specialization to bring a holistic approach to addressing legal issues affecting our clients and community.

We are committed to creating an inclusive and accessible work environment. If you require any accommodations to support you in your role - whether for your interview, onboarding, or your day-to-day work, please let us know by sending an email to: [e-mail]. Any information shared will remain confidential and only be used to ensure the appropriate support is in place before your first day. As part of your employment, LawNY will provide the necessary hardware to support your role.

Questions? Contact Michelle Grillone at [e-mail]

LawNY is an Equal Opportunity Employer and is committed to supporting a diverse and inclusive workforce. We welcome applicants of all backgrounds, identities and lived experiences, and will consider all qualified applicants without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, or veteran status, or any other characteristic protected by federal, state, or local laws. If you meet the basic qualifications of the role, we encourage you to apply!

This position is considered Exempt pursuant to the Fair Labor Standards Act.