Accountant Grants Manager

Henry J Austin Health Center • Full-time • Trenton, New Jersey, United States • 4d ago

Starting at $48,300

MAJOR FUNCTION

The Accountant Grants Manager oversees and manages the financial aspects of grant funding, ensuring compliance with federal, state, and organizational regulations. This role involves coordinating grant-related financial activities, preparing detailed reports, and maintaining accurate records to support the center's mission of providing high-quality healthcare services. The Accountant Grants Manager plays a critical role in budgeting, forecasting, and auditing grant expenditures to ensure that funds are utilized effectively and in alignment with grant requirements.

ESSENTIAL FUNCTIONS:

Grants Administration and Optimization

Identify and develop strategies to optimize the grants administration process.
Work with the CFO and program directors to provide an accurate, timely, efficient, and transparent process for the entire grant cycle, including pre-award management, accounting of revenues and expenses, and post-award management.

Financial Management and Record Keeping

Post accounting data relating to grant funds to ledgers and journals, and ensure the accuracy and completeness of accounting classifications, bills, and invoices.
Assist in posting month-end general ledger journal entries.
Maintain records of all payments and receivables and prepare monthly records for all grant-related activities.
Prepare grant reports as part of month-end close and ensure documentation is kept in an accessible format for all grants.
Work closely with project officers to manage grant revisions and budget modifications.
Utilize EHB and other funder portals for grant payments and periodic reporting.

Budgeting and Financial Reporting

Prepare financial or budget plans and allocations in collaboration with the planning and finance department.
Analyze budget trends and make recommendations for cost control and reduction for various grants.
Provide detailed reports to funders and the board of directors regarding the organization’s progress and financial status.

Compliance and Audit Preparation

Ensure compliance with grant requirements, regulations, and organizational policies.
Coordinate with internal and external auditors to provide necessary documentation and ensure successful audits.
Assist in grant audits, general year-end audits, and 401K audits by providing necessary documentation and information.
Implement and maintain accounting procedures compliant with GAAP.

Coordination and Supervision

Supervise the fundraising team to ensure proper coordination of work and successful execution of the grant process.
Keep relevant staff informed about upcoming deadlines and deliverables, ensuring smooth completion of work responsibilities.
Oversee invoicing, accounting, reporting, and other administrative functions related to grants.
Guide and hold periodic meetings with program managers to ensure proper expensing of different budget line items for all grants.

Training and Support

Provide training to new staff on grants management and reporting requirements.
Offer guidance and support to staff on financial management procedures and compliance.
Provide leadership and guidance to the revenue cycle team, ensuring high performance and professional development.
Assign duties to the billing team and review their work product to ensure accuracy and efficiency.
Set clear goals, expectations, and performance metrics for team members.
Conduct regular performance evaluations and address issues promptly.
Provide ongoing coaching, feedback, and support to enhance team capabilities and efficiency.
Foster a collaborative and positive work environment.
Communicate effectively with team members, stakeholders, and senior management.
Participate in strategic planning and decision-making processes.
Identify training needs and coordinate professional development opportunities for the team.
Assist Controller, Grants Manager and Director of Finance & Revenue Cycle in development and implementation of departmental policies and procedures and internal control systems.

ADDITIONAL RESPONSIBILITIES:

Demonstrate willingness and flexibility to perform tasks and projects assigned by the Director of Finance and Revenue Cycle, Controller, Grants Manager and/or CFO.
Manage multiple deadlines and project goals effectively.
Works closely with the Controller, Grants Manager and Director of Finance & Revenue Cycle to establish priorities in duties/responsibilities for the Grants team.
Manage relationships with related vendors and funders.
Attend Medical Staff meetings and deliver special presentations as needed.
Collaborate with all employees to achieve Henry J. Austin Health Center's goals and objectives, following established policies and procedures.
Demonstrate willingness and flexibility to perform tasks and projects assigned in the Finance Department.
Stay updated on grant regulations and trends to optimize grant revenue.
Oversee month-end and year-end closing processes, as well as external audit preparations.
Assist in training new staff members on grants policies and procedures.
Ability to keep up with multiple deadlines, project goals, and to keep up with high volume of work.
Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.

PREREQUISITES FOR THE JOB:

Minimum of three (3) years of experience in accounting professional practices and procedures required.
Computer literate experience with automated accounting software (MIP)
spreadsheets and word processing. Excel and its functionality required.
Experience in a public health care or community clinic setting & knowledge of fiscal administration as applied to health care operations, strongly preferred.

LICENSURE AND/OR CERTIFICATIONS:

Organization reserves the right to request certifications and/or licensures as needed

EDUCATION & EXPERIENCE

Bachelor’s degree required in finance, accounting, or related field.
At least 2 years of experience in a Supervisory or position of leadership required.
Proficient in word processing and skilled in utilizing Excel and its functionalities.
Proficiency with fund accounting system Abila/MIP strongly preferred.

KNOWLEDGE, SKILLS, ABILITIES AND OTHER (KSAO’s):

Knowledge: Understanding of HRSA practices, compliance regulations, and reimbursement methodologies, preferably for FQHC’s. Understanding of the workings of City, State and Federal assistance programs such as LOA, HRSA, and Grants.
Skills: Strong analytical skills, attention to detail, and proficiency in Microsoft Office Suite (Excel, Word). Excellent writing skills with the ability to present high level data and information to senior level staff. Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Supervisory Skills: Demonstrate exceptional leadership abilities to inspire and motivate our Finance team. Possess proficient performance management capabilities to set clear expectations, provide constructive feedback, and conduct regular evaluations. Strong communication skills are essential for effectively coordinating the grants processes, performance metrics, and fostering collaboration across departments. Identify areas for training and development to enhance team capabilities. Excel in problem-solving to address complex issues, make decisive decisions based on data, implement process improvements to optimize workflows, resolve conflicts to maintain a collaborative environment, and demonstrate adaptability in navigating changes in healthcare regulations and technology.
Abilities: Ability to perform detailed work with numerical data and make arithmetic computations rapidly and accurately. Ability to multitask, prioritize workload, follow through on tasks and work independently as well as part of a team. Must be willing to take ownership of work deliverables to ensure assignments/projects are met in a timely fashion. Ability and willingness to meet critical deadlines. Ability to independently set and achieve goals. Demonstrates excellent problem-solving skills, using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
Other: Strong organizational and communication skills, adept in both verbal and written forms. Committed to upholding patient confidentiality and delivering exceptional customer service. Skilled in fostering and maintaining effective working relationships with colleagues. Demonstrates recognition and respect for cultural diversity. Adheres to dress code standards with a neat and clean appearance. Diligently attends annual reviews and departmental in-services as scheduled.

PHYSICAL DEMANDS:

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position requires manual dexterity sufficient to operate phones, computers and other office equipment. The position requires the physical ability to kneel, bend, and perform light lifting in the amount of 10lbs max. This person must have the ability to write and speak clearly using the English language to convey information and be able to hear at normal speaking levels both in person and over the telephone. Specific vision abilities required by this job include close vision, depth perception and the ability to adjust focus. Generally, the working conditions are good with little or no exposure to extremes in health, safety hazards and/or hazardous materials.

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