Grants Administration Manager - Catholic Charities of the Diocese of Santa Rosa : Job Details

Position Summary

The Grant Administration Manager supervises the day-to-day activities of a team of Staff Accountants and holds a grant portfolio of higher impact grants. In accordance with grant compliance guidelines, the position ensures that grant-funded contracts are executed according to the grant terms and organizational goals. They are responsible for the oversight of all the agency grants and ensures all activities of invoicing accuracy, timely completion of grant reporting, grant spend-out, and compliance with laws, policy, and procedures.

Management Team Functions

1. Responsible for the implementation of strategic initiatives, annual goals, budget guidelines, operational timelines, and data/service integration.

2. Recognize opportunities for improvement and make recommendations for efficiency.

3. Facilitate cross-department collaboration and integration.

4. Manage to agency approved budget and make ongoing recommendations for reductions or additives in expenditures where possible.

5. Manage day-to-day risks.

6. Measure performance to improve the quality of services provided internally and externally.

7. Responsible for day-to-day operations and delivery of the organization's services.

8. Make recommendations for innovation within assigned service areas.

9. Support all staff in compliance and fidelity with related policies and procedures.

10. Create peer to peer partnerships to establish strong working relationships internally and externally.

11. Complete reports and assist with requests for data and reporting for internal and external evaluation.

12. Work with individual staff to develop personalized training goals and expectations.

13. Implement data systems and gather data to ensure high quality service internally and externally

14. Actively implement all available approaches to support the growth and success of staff.

15. Actively role model and create actions and conditions for agency alignment with mission, vision, and values.

Essential Functions

1. Direct work of the Staff Accountants.

2. Review monthly grant claims, review expenditures for reasonableness, and file with grantor in a timely manner. Verify that payroll distribution charges and other expenses are reflected accurately in the accounting records and reported properly in the contract claims.

3. Record, maintain, and reconcile grant receivable balances monthly.

4. Prepare grant status report packages monthly. Meet monthly with program directors and program managers and compliance to review the status of grants and to support the successful completion of grant contracts in accordance with budgetary and other financial contractual requirements.

5. Monitor, prepare, and file quarterly and year-end close out financial reports as required by grant contracts.

6. Maintain and provides spreadsheet documentation for compliance with single audit requirements.

7. Monitor budget compliance with grant contracts and communicate with program directors and program managers to resolve grant accounting issues, including compliance training for staff.

8. Monitor the monthly billing progress to ensure timely completion within the monthly accounting cycle.

9. Prepare adjusting journal entries as required. Assure that the general ledger entries for employee time charged to grants agrees with the payroll records and payroll timekeeping.

10. Assure timely input of applicable agency budget data into the financial accounting system.

11. Maintains a working knowledge of non-profit accounting standards and ensures compliance with Generally Accepted Accounting Principles.

12. Ensure all grant-funded programs comply with federal, state, and local regulations, as well as funder-specific requirements.

13. Conduct internal audits and risk assessments to identify and mitigate compliance issues.

14. Develop and maintain internal controls, policies, and procedures related to grant compliance.

15. 15, Serve as the primary liaison between program staff, finance, and external funders regarding compliance matters.

16. Provide guidance and technical assistance to program managers on allowable costs and documentation requirements.

17. Perform job functions in alignment with agency policies and procedures.

18. Participate in agency training and quality improvement efforts.

19. Support the Mission, Vision, and Values of Catholic Charities in the performance of all essential job functions and responsibilities.

Note: Catholic Charities considers this position to be a mandated reporter of child abuse and elder abuse.

Other Responsibilities

1. Work with Diocese of Santa Rosa and local parishes as appropriate and requested.

2. Perform other related duties as assigned.

Agency Culture

It is essential that all employees of Catholic Charities aspire to the following:

· A commitment to the agency's mission, vision, and values.

· A commitment to excellence in everything we do.

· A commitment to performance and quality improvement.

· A commitment to outcomes and measured results.

· A commitment to innovation and to what is possible.

Education, Experience, and Skills Required

1. Bachelor's degree in accounting, or in business with an emphasis in accounting and three plus years' experience in an accounting environment, including one plus years' experience supervising accountants, required. Four or more additional years' experience in an accounting environment may substitute for a bachelor's degree . Experience as a Grants Accountant preferred.

2. Demonstrated understanding and experience with MIP/Abila accounting software preferred.

3. Advanced Excel skills required, including the use of pivot tables, v-lookup, and formulas.

4. Skilled and experienced in general ledger, accurate 10-key by touch, experience with Microsoft 365, and minimum typing skills.

5. Ability to maintain accounting files.

6. Ability to prioritize tasks to meet deadlines, good decision making, and organizational skills.

7. Cooperative, friendly, helpful attitude with ability to work closely with other employees to ensure a positive, constructive environment throughout the agency. Ability to work independently with minimal supervision and in a team setting.

8. Passion and enthusiasm for the mission of Catholic Charities and its clients.

Valid driver license and at least state required minimum of automobile insurance, clear DMV driving record and ability to provide own transportation. Must be willing and able to travel between agency sites.

10. Must pass DOJ background clearance (fingerprinting) in accordance with the Diocese of Santa Rosa's policies prior to start of employment.

11. Bilingual (English/Spanish) preferred, but not required

Job Analysis/Job Description Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee frequently is required to reach with hands and arms and talk or hear. The employee is often required to stand, walk, travel, and stoop or bend. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to sit or stand for extended periods while using a computer.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequent incoming telephone calls, scanners, and copiers as well as a wide range of clients or at times clients in distress contribute to a noise level of average to above average.

Equal opportunity employer

Catholic Charities of the Diocese of Santa Rosa is an Equal Opportunity Employer, seeking the best and brightest. Our organization does not discriminate against or harass any employee or applicant for employment because of race, color, creed, religion, national origin, sex, disability, age, marital status, membership or activity in a local human rights commission, or status with regard to public assistance. We support, educate, create opportunities for, and ensure the wellbeing of our staff for the betterment of those most in need.

CCDSR participates in E-Verify, an Internet-based system that compares information entered by an employer from an employee's Form I-9, Employment Eligibility Verification, to records available to the U.S. Department of Homeland Security and the Social Security Administration.