Senior Grants Accountant, Hetrick-Martin Institute

The Senior Grants Accountant is responsible for managing the preparation, planning, organization, submission and administration of grants through all phases of the grant-funding process.

The position is also responsible for creating, compiling, tracking and organizing grant-specific collateral and reference materials, and periodic contract expenditure reimbursement vouchers/reports.


  1. Oversee and manage the daily grant/contract process, including collaborating with Directors, regarding grant opportunities.
  2. Monthly Preparation of documentation, expense reports, and coordination of the administrative process of the grant program.
  3. Assist in the development of pre-award and award renewal activity and response to funding opportunities, including budget and narrative preparation, modifications and RFP submissions.
  4. Maintain Federal, State and City fiscal, programmatic and administrative systems, portals and compliance materials.
  5. Maintain funding compliance calendar.
  6. Serve as a key point of contact; develop and maintain excellent relationships and coordinate activity with funders and respond to requests in a timely manner.
  7. Facilitate coordination and communication between Finance, Program, Human Resources and Development divisions to ensure dissemination of critical information and activities to key staff members.
  8. Work proactively with program staff to understand needs, challenges and solicit ideas for program innovation
  9. Preparation of monthly, quarterly reimbursement expenditure vouchers.
  10. Coordinate grant compliance and reporting responsibilities with Finance, Human Resources, and Programs including program outcome data, due diligence documentation submission and fiscal reports.
  11. Assist in managing system for recording, tracking grant prospects, schedules, proposals, awards and required reporting.
  12. Prepare Monthly budgets versus actual reports to CFO, Controller and appropriate Program staff.
  13. Respond to funding agency grantors’ request.
  14. Responsible for all financial activities applicable to grant contracts.
  15. Assist with yearly agency audit by preparing A-133 letter request to funders, preparing contract analysis grids showing revenue and expenditures for each grant, gather backup documentations and provide assistance to auditors when requested.
  16. Assist controller in preparing and maintaining monthly FTE allocation grid and allocate all shared expense in Fund EZ.
  17. Prepare journal entries and perform account analysis.
  18. Maintain the general ledger including accounts receivable and accounts payable.
  19. Work closely with CFO, Controller, Human Resources, and other appropriate staff in order to improve processes.
  20. Contribute to the ongoing review to strengthen internal controls, processes and procedures
  21. Safeguard assets and the integrity of accounting data at all times.
  22. Support when needed Finance Department in the following areas:
    • Receive and process check requests.
    • Ensure that check requests have proper authorization, are coded and are paid on a timely basis.
    • Post Grants Receivables.
  1. Other duties as assigned.

Knowledge, Skills and Abilities Required:

  1. Bachelor’s Degree in accounting or related field with minimum of 4 years’ experience in managing government and private grants.
  2. Thorough experience with Federal, State, City and Foundation grant and contract administration and compliance issues
  3. Knowledge of budget development and modification process
  4. Familiarity with Federal, State and City Administrative systems, portals and websites
  5. Ability to work effectively across departments in developing, organizing and managing grant program.
  6. Excellent written and oral communication skills.
  7. Strong time management, organizational and follow-through skills with strong attention to detail.
  8. Proficient with MS Office tools, Fund EZ Accounting System and Raiser’s Edge database & internet research.
  9. Ability to analyze and interpret financial data and prepare financial reports, statements and projections; knowledge of budgeting and fiscal management principals and procedures.

Additional Desirable Qualifications:

  1. Knowledge of lesbian, gay, bisexual and transgender youth issues as well as multicultural competence.

EOE Disabled/Veteran


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