Grant Administrator

Family Services; City of Poughkeepsie (NY); Hybrid; USD 56,000 - 69,000; Full time

Job summary

Family Services in Poughkeepsie, NY seeks a Grant Administrator to oversee accounting records, budgets and contract compliance for government funding. This exempt, hybrid role reports to the Associate Director of Grants Management and offers a stable 40-hour work week.

The role entails preparing forecasts, monthly reports, and financial analyses, coordinating audits, and ensuring accurate GL entries while supporting program staff with financial guidance.

Qualifications

• Bachelor’s degree preferred.
• Minimum of 5 years of experience in financial/accounting or related field.
• Non-profit experience is a plus.

Responsibilities

• Maintain accounting records and internal controls per GAAP and agency policies.
• Prepare monthly/quarterly financial reporting to government agencies and funders.
• Develop budgets and monitor required modifications.
• Forecast budgets for assigned programs through data analysis.
• Ensure compliance with funding requirements and contract terms.
• Assist in annual independent audits and reconciliations.

Skills

Attention to detail

Communication skills

Time management

Team collaboration

Education

Bachelor’s degree preferred

Job description

Title: Grant Administrator

Status: Exempt, 40 hours per week, Hybrid

Supervisor: Associate Director of Grants Management

Salary: $62,353.20 Annual

Location: Poughkeepsie, NY

Schedule: Monday-Friday, 8:30 am- 5:00 pm

To maintain accounting records and internal controls in accordance with generally accepted accounting policies, and the policies and practices of the organization and the agencies contracting with FSI for accounting services. Responsible for compliance with government contract and other funding reporting requirements. Assist in maintaining the general ledger, budget information and analysis of financial data. To assemble and maintain all financial and budget information that is related to contracts and other funding sources.

Qualifications:

• Bachelor’s degree preferred


• Minimum of 5 years of experience in financial/accounting or related field


• Non-profit experience a plus

Grant/Contract Management

• Knowledge of funding compliance and reporting for assigned grants/contracts


• Ability to comprehend contract terms and language


• Responsible for monthly/quarterly financial reporting to government agencies and revenue sources


• Manage timely collection of requests for reimbursement for funding sources


• Prepare comprehensive forecasts for assigned programs through detailed analysis of trends, information gathering communications with program and other staff, and thorough evaluation of actual data and projected events


• Assist in development and preparation of budgets and monitor the need for budget modifications and process required documents


• Conduct meetings with program personnel and management to strategize on contract compliance issues, budget forecasting and budget modification, and make recommendations for effective use of resources


• Communicate accurate financial information to allow for proper business decisions


• Generate monthly reports to be used by the Associate Directors of Finance and CFO, analyze and identify variances, recommend remediation


• Represent organization with respect to periodic audits performed by funders

Accounting

• Record entries in the accounting system necessary for proper and accurate tracking of revenue and expenses for assigned programs


• Work with Associate Director of Finance and CFO to develop organization-wide cost allocation plan, integrating organization budget and restricted contract funding


• Review, record, and release temporarily restricted contributions


• Monitor fixed asset and equipment purchases for funding sources and prepare associated reports as required by contracts


• Review and record receivables/deferred revenue on a monthly basis


• Assist in maintaining the GL

Assist in Shared Departmental Objectives

• Assist the Team in preparation and successful completion of the annual independent audit


• Identify and help develop streamlined accounting and financial processes


• Complete projects as assigned by the supervisory personnel


• As the agency takes on additional programs, responsibilities may shift between staff


• Other duties as assigned

Skills & Abilities

• Excellent interpersonal, verbal, and written communication skills, the ability to work cooperatively, good time management and managing multiple priorities


• General understanding and ability to apply accounting concepts


• Attention to detail and organizational skills


• Ability to learn and work within agency procedures and guidelines


• Ability to exercise sound judgement in tracking sources of errors and in using established guidelines to determine the necessary corrective action

Essential Requirements

• Computer skills, proficiency in computer software, i.e. Microsoft Office (Excel) and accounting software


• Local travel to the bank, post office, or between offices, as needed

Benefits

We value flexibility and support in our work environment and offer a wide variety of competitive benefits, services and programs that provide our employees with the resources to pursue their goals, both at work and in their personal lives.

Our benefits packages include:

• Medical, dental, and vision coverage


• 403(b) retirement plan with employer match up to 5%


• Generous paid vacation, holiday, sick and personal time package (2 weeks’ vacation in first year, 13 paid holidays per year, 12 sick days per year and 4 personal days per year)


• Access to Family Services’ Compassionate Leave Program where employees can donate/receive unused time off


• Group term life and long-term disability insurance


• Supplemental life insurance & accidental death and dismemberment coverage (AD&D)


• Supplemental insurance through Aflac


• Employee assistance program (EAP)


• Pet insurance

To support people, strengthen families, and nurture safer healthier communities.

Our Values

• Compassion – Extending empathy and understanding to others.


• Integrity – Being honest and dependable.


• Hope – Believing in the strength of the human spirit and heart, to emerge and thrive when faced with a challenge.


• Diversity – Promoting a vision of community comprised of wide-ranging assets.


• Respect – Treating all individuals with dignity and without judgement.


• Community – Recognizing and reinforcing the importance of our world as being comprised of people of differing strengths and perspectives.


• Justice – Promoting social and economic equity and fairness.


• Quality – Aspiring for excellence in every aspect of our work.

Family Services, Inc. complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact [e-mail].

Family Services is an equal opportunity employer. We follow federal, state, and local laws prohibiting discrimination in hiring and employment.

Must be authorized to work in the United States without work sponsorship.