Position: Grants & Accounting Coordinator
Salary being offered: $63,049 – $65,435.50 (appointment generally made at the minimum salary range, depending on qualifications)
Plus excellent benefit package. Maximum Salary for this classification is $86,914.
Open until filled.
The principal function of an employee in this class is to; Preform various accounting duties such as creating and posting entries to the general ledger, reconciling accounts, entering and reporting fixed assets, and compiling financial statements; Research various federal, state, county and local grant opportunities; Work with various departments in through the grant application and monitoring process; prepare and coordinate grant accounting and reporting process. In addition, the Grants and Accounting Coordinator will prepare information for the auditors, assist in budget development and implementation, and participate in special projects. The work is performed under the supervision of a Finance and Budget Manager, but considerable latitude is granted for the exercise of independent judgment and initiative. This class is FLSA – Exempt.
Essential Duties are not intended to be an exhaustive list of all responsibilities, duties and skills. They are intended to be accurate summaries of what the job classification involves and what is required to perform it. Employees are responsible for all other duties as assigned.
- Serves as a grant coordinator for all municipal grant proposals, applications, and compliance which may include internal and external audits.
- Assists in analysis and problem solving by reconciling the general ledger, reviewing and developing accounting and internal control policies, assisting in special projects, performing budget analysis and providing recommendations.
- Researches eligible funding sources including federal, state and local; stays current with available funding sources, and analyzes them to identify potential funding for specific projects and programs.
- Assists the Financial Services Department with planning city-wide grants budget.
- Processes accounting work by creating and posting journal entries to general ledger based on supporting documentation, preparing tax reports, reconciling bank statements, and compiling financial statements.
- Notifies the operating department and provides the operating departments with the grant application and any other documentation applicable to the financial performance of the grant.
- Reconciles all grant expenditures and revenues that have been recorded to the final grant close out report that has been submitted to the granting agency.
- Compiles, writes, edits, and presents grant applications.
- Reviews grant proposals and applications prepared by other city departments for completeness, accuracy, and timeliness
- Manages sub-recipients and recipients of funding to ensure successful grant awards and grant compliance, coordinates the grants with program staff from grant award to closeout.
- Prepares the annual Schedule of Expenditures of Federal Awards (SEFA schedule) required as part of the City’s annual independent audit; responds and develops systems to address any audit findings.
- Assists with the preparation of the City’s Comprehensive Annual Financial Report (CAFR).
- Plans, administers, and coordinates the Community Development Block Grant (CDBG) and other Housing and Urban Development (HUD) related federal grants and housing and redevelopment programs.
- Meets with staff, the public, other agencies, commissions, elected official and other groups; represents the City and Financial Services Department to community groups, government officials, professional organizations and businesses.
- Makes presentations to grantors and other groups as required
- Completes a grant reimbursement requests at least quarterly: reconciles all accounts on grant funds.
- Reviews all purchases prior to submitting the reimbursement requests to ensure requests are for authorized purchases per the grant requirements.
- Reviews and updates City Grants Policies and Procedures on a yearly basis.
- Prepares and sends out a grant report to operating departments that have active grants.
- Submits all grant applications for the City of Maricopa, assists departments in preparing council staff summary reports relating to grant matters
- Answers staff questions regarding grant agreements, grant related paperwork, guidelines, city grant procedures, reimbursements and performance reports through the funding agencies
- Attends grant workshops and conferences to ensure coordination and communication between all parties as it relates to grant compliance and financial management
- Verifies documents to ensure grant related clauses, certifications and conditions are met
- Serves as the City’s liaison with federal, state, local, private funding sources or community partners
- Performs pre-award analysis to ensure that departments have budget capacity and personnel to accommodate grants’ financial and compliance requirements.
- Establishes and maintains effective working relationships with all departments and the general public.
- Monitors acquisition and disposal of grant related assets to ensure compliance with grant requirements.
- Other duties assigned by management
Bachelor’s degree in Public Administration, Accounting or related field; four (4) years professional-level experience performing highly responsible grant accounting and administration, including coordinating, pursuing funding, managing grants and maintaining general ledger accounts. Considerable knowledge and responsible experience in the principles, practices and techniques of governmental grant research, writing and monitoring, with strong written and verbal communication skills, and the ability to create reports and keep records. Considerable knowledge of Generally Accepted Accounting Principles (GAAP) and fund accounting required.
The successful applicant will have a strong understanding of the grant life cycle process including practical experience in government grants with demonstrable success in researching, writing, obtaining, and monitoring grants. Certified Public Accountant (CPA) and possession of a current Grant Professional Credential from Grant Professional Certification Institute are preferred but not required.
Any equivalent combination of education, training, and experience that provide the requisite knowledge, skills, and abilities for this job, may be substituted for Preferred Qualifications at the discretion of the hiring authority.
- The administration, principles and techniques of governmental budgeting, budgetary control, governmental accounting, monitoring and auditing.
- Understanding of Generally Accepted Accounting Principles (GAAP) and fund accounting.
- Governmental Accounting Standards Board (GASB) pronouncements.
- Federal, State, County and City laws, codes and ordinances relating to grant awards.
- The availability of grants, grant applications, grant accounting including OMB Circulars, grant proposals, and administration processes, practices, principles and procedures.
- Accounting procedures, including general ledger, budget, and assets;
- City organization, operations, policies and procedures.
- Grant policies and regulations applicable to various funding agencies.
- Assembling data and preparing analyses with recommendations. Keeping abreast of grant program, identifying grant sources, determining eligibility, completing grant applications, and administering grant programs including reports and audit requirements.
- Reviewing and analyzing a variety of financial records and reports necessary to document the receipt, allocation, and distribution of funds in a government setting.
- Working under pressure of deadlines, and establishing and maintaining cooperative working relationships with employees, officials, other agencies and the general public.
- Effective oral and written communication.
- Operation of personal computer including job-related software applications such as Microsoft Office Suite, specifically Excel, Word, and PowerPoint; along with knowledge of various accounting software.
- Work independently with minimal supervision.
- Prepare and maintain a variety of accounting systems including but not limited to general ledger, fixed assets and accounting systems.
- Prepare and review computer input data for monthly financial reports.
- Prepare annual financial statements, budgets and requisitions.
- Determine eligibility for a variety of grant proposals;
- Coordinate and participate in the development of grant applications;
- Coordinate and participate in the preparation of grant compliance reports;
- Comprehend and make inferences from legal and administrative written materials;
- Prepare and align multi-year projections with City’s operating budget to sustain level of match required for pursued grants;
- Monitor budgets through analysis of grant financial data utilizing general ledger accounts;
- Record financial data and prepare financial reports and projections for use in in-depth analysis of grant funding needs;
- Prepare and post journal entries and maintain general ledger accounts
- Speak in public;
- Conduct research;
- Monitor and evaluate sub-recipient agreements and evaluate financial information prepared by non-profit organizations.