Fiscal Grants Administrator

Scope of Work

The Fiscal Grants Administrator is responsible for processing grant and contract billings and managing the oversight of the financial aspects of the billings, including but not limited to, communication with funders, site visits, budget modifications, and compliance. The Fiscal Grants Administrator serves as a strategic business partner within the finance team responsible for providing financial analysis, planning, forecasting, and reporting while collaborating with the Controller and other Program Managers/Directors. The Fiscal Grants Administrator position is a full-time, exempt position and reports to the Controller. This duties for this role include but are not limited to:

Functional Responsibilities

  • Work with program staff and finance team to submit, review, and complete approximately 30 monthly billings from federal, state, county, city, and other funders.
  • Maintain and report on the monthly activity for approximately 30 temporarily restricted funds from various foundations, corporations, and individuals.
  • Perform various operational accounting tasks, including but not limited to, check request and credit card request review and approval, distribution code updates, adjusting journal entries, and monthly report generation.
  • Ensure accurate and timely grant accounting services and reporting.
  • Work with program managers/directors on budget monitoring, reporting, and processing allocation changes and reclassifications.
  • Provide spending reports to ensure that grants are correctly and fully spent.
  • Monitor accounts receivable balances and follow up with funders for collections.
  • Conduct reconciliations of program records and reports to financial accounting records.
  • Collect, research, analyze and report various financial data as needed.
  • Communicate with funders regarding billing inquiries, backup documents, and site visits.
  • Maintain all digital and database grant files and documentation to ensure contracts, modifications, and other records are present, executed, current, and agree in all forms.
  • Maintain and update quarterly agency expense allocations.
  • Attend planning meetings with program staff and management.
  • Provide guidance to program staff on various financial matters including a general understanding of finance, budgets, coding and check requests.
  • Assist in the preparation of work papers, schedules, and the SEFA for annual audit.
  • Maintain the electronic check request system to account for new grants and codes, new staff access, workflow changes, approval flows, etc.
  • Work with Controller to review and analyze finance processes, policies and procedures for enhanced efficiency and effectiveness.

Minimum Qualifications

  • 3 years preparing or managing billings or budgets for grants or contracts.
  • Strong understanding of accounting concepts, with an ability to generate adjustments.
  • Demonstrated success performing fiscally related grant processes (billings, adjustments, budget modifications, projections, reporting).
  • Ability to organize and prioritize work, perform multiple tasks, meet deadlines, identify and resolve problems and coordinate efforts with other staff members.
  • Strong attention to detail and ability to see correlations between specific transactions and summary reports.
  • Ability to identify and correct errors / omissions through a review of accounting ledgers, balances and summary reports.
  • Advanced proficiency in Microsoft Excel.
  • Positive attitude, solution-oriented and willingness to collaborate with team members and agency staff to identify issues and develop solutions.
  • Have access to reliable transportation, a valid AZ Driver’s License and a driving record that will be supported by our liability insurance provider.

Preferred Qualifications

  • Bachelor’s degree in Accounting, Finance, Business, or related field.
  • 3 years as a grant specialist, contract manager, billing preparer, or equivalent.
  • Experience working in a nonprofit organization.
  • Experience with Abila Accounting Software.
  • Self-motivator who can work autonomously.
  • Effective oral and written communication skills.

Compensation

Rate of Pay: $56,871 – $71,089 Annually DOE.

Benefits

Eleven (11) paid holidays, two (2) half day paid holidays, and one (1) paid floating holiday, twenty (20) days of paid vacation per year to start, in addition to 40 hours of sick leave. Health, dental, vision, and life insurance; 401(k) with matching, long-term and short-term disability insurance. Additional optional plans include Life Insurance, Pet Services Discount Plan, Equitable plans (Accident Insurance, Critical Illness Insurance and Hospital Confinement Insurance). Access to SAAF Health Clinic on-site for primary care needs.

To Apply

Submit a letter of interest and resume with dates of employment to:
Yvette Bass, Recruiting & Retention
Southern Arizona AIDS Foundation
375 S Euclid Ave.
Tucson, AZ 85719
or by email to hr@saaf.org or use the form below.

Affirmative Action

The Southern Arizona AIDS Foundation is an Affirmative Action/Equal Opportunity Employer and does not discriminate based on race, color, religion, national origin, sex, sexual orientation, gender identity, age, or disability.

People who have used drugs, have performed sex work, people of color, women, members of the LGBTQ+ community, those who have experienced housing insecurity, people who have received harm reduction services, and people living with HIV/AIDS and/or hepatitis C are strongly encouraged to apply.

Physical Requirements

This job is a sedentary job, as defined by the Social Security Administration, CFR. CFR § 404.1567. Physical exertion requirements:
(a) Sedentary work. Sedentary work involves lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally, and other sedentary criteria are met.

Disclaimer

This job description is not intended to be all-inclusive; an employee will also perform other reasonably related job responsibilities as assigned by the immediate supervisor and other management as required. Management reserves the right to revise or change job duties as the need arises. This job description does not constitute a written or implied contract of employment. Management reserves the right to change job descriptions, job duties, functions, and requirements.

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