Grant Accountant

Phoenix House of New York • Full-time • Brentwood, New York, United States • $70k - $83.20k / year • 1w ago

Job Details: Job Location: Brentwood Mental Health Clinic - Brentwood , NY, Position Type: Full Time, Education Level: Bachelors Degree, Salary Range: $70000.00 - $83200.00Salary/year, Job Shift: Morning, Job Category: Finance, Summary

Are you ready to join a dynamic team of dedicated values-based leaders and professionals who are committed to creating a healthy, addiction-free world?

The Grant Accountant is responsible for the full accounting cycle for assigned grants and contracts. The position records grant revenue and related receivables or deferred revenue, prepares monthly reimbursement vouchers and draw requests, performs month-end close activities, maintains award-level accounting schedules, and ensures that all amounts billed and recognized are supported by and reconciled to the general ledger.

This position serves as the accounting link between the G/L and budget functions by providing timely transaction-level detail to the Budget Manager and Budget Analyst, resolving discrepancies, and maintaining a complete audit trail from the award and approved budget through the ledger, voucher, collection, and closeout. Primary objective: maintain complete and accurate grant accounting records between revenue recognition, voucher preparation, collections, approved budgets, and G/L activity.

Phoenix House of NY is proudly offering 100% employer-paid medical insurance for all eligible employees and their dependents!

About Us

Phoenix House of New York | Long Island is a nonprofit organization dedicated to helping individuals and families overcome substance use disorders and achieve lasting recovery. We provide treatment, housing, and support services for our clients and their families. Our core values— Integrity, Compassion, Appreciation, Respect, Excellence, and Forward Thinking —guide our approach, ensuring each person receives evidence-based care that promotes dignity and wellness. By upholding these values, we empower people to rebuild their lives with hope, accountability, and support.

What We Offer

At Phoenix House, we recognize that in today’s economic climate, stability and support matter more than ever. That’s why we offer a comprehensive benefits package designed to care for you as a whole person—supporting your health, financial well-being, and work-life balance. Here are some of our perks:

(10) Paid Holidays Paid vacation, sick time, personal and wellness time Medical, dental, and vision insurance for those who are scheduled to work at least 30 hours per week Pet insurance, legal support, and other supplemental insurance A generous tuition reimbursement program 403(b) retirement plan Competitive wages and more...

You will have responsibilities including but not limited to:

• Establish new grants and contracts in the accounting system, including award periods, funding sources, program and site dimensions, revenue and receivable accounts, budget structures, billing terms, restrictions, and reporting requirements. • Review executed awards, approved budgets, amendments, and budget modifications to determine the appropriate accounting, billing, revenue-recognition, matching, and reporting treatment. • Calculate and record monthly grant revenue in accordance with the award terms and applicable accounting policies, including cost-reimbursement, performance-based, milestone, advance-funded, and other contract arrangements. • Prepare and post monthly journal entries for grant revenue, grants receivable, unbilled receivables or contract assets, deferred or unearned revenue, indirect costs, fringe allocations, accruals, reclassifications, and other grant-related activity. • Maintain grant revenue and receivable schedules that reconcile beginning balances, current-period revenue, billings, cash receipts, adjustments, and ending balances to the G/L. • Prepare accurate monthly vouchers, reimbursement claims, invoices, and draw requests for assigned government grants and contracts in accordance with funder deadlines and requirements. • Extract and review G/L transaction detail by grant, contract, program, site, department, natural account, and reporting period; provide organized supporting detail to the Budget Manager and Budget Analyst.• Reconcile each voucher to the G/L before submission, documenting all included, excluded, reclassified, accrued, adjusted, or pending expenditures. • Confirm that revenue and voucher amounts agree with approved budgets, amendments, contract terms, funding periods, cost allowability rules, matching requirements, and available award balances.

Monthly Grant Accounting and Voucher Process • 1. Close readiness: Confirm postings, payroll, allocations, accruals, cash receipts, and prior corrections are complete for the period. Primary output: Complete grant ledger. • 2. G/L and award review: Test coding, dates, allowability, support, budget-line alignment, funding limits, and award terms. Primary output: Reviewed G/L detail. • 3. Revenue calculation: Calculate revenue earned and determine receivable, unbilled, deferred, indirect-cost, and other entries. Primary output: Revenue-recognition schedule. • 4. Journal entries: Prepare and post grant revenue, receivable, deferred revenue, accrual, allocation, and correction entries. Primary output: Posted and supported entries. • 5. Team coordination: Share G/L detail, revenue schedules, variances, and exceptions with the Budget Manager and Budget Analyst. Primary output: Agreed accounting and billing activity. • 6. Voucher preparation: Prepare the monthly voucher, claim, invoice, or draw and all required supporting schedules. Primary output: Complete voucher package. • 7. Final reconciliation: Tie revenue, expenses, and the voucher by line and in total to the G/L; document all timing items. Primary output: Approved reconciliations. • 8. Follow-up: Track acceptance, cash, rejections, revisions, and collections; update the G/L and award schedules. Primary output: Current revenue and receivable status.

Grant and Contract Knowledge

• Experience with accounting, billing, and compliance for New York State Office of Addiction Services and Supports (OASAS), New York State Office of Mental Health (OMH), New York City agency contracts, and other government-funded grants and contracts. • Working knowledge of the New York State Consolidated Fiscal Reporting (CFR) process and related supporting schedules. • Working knowledge of the New York City PASSPort system, including contract budgets, budget modifications, documentation, and vouchering requirements. • Understanding of cost allowability, funding-period restrictions, budget-line compliance, allocation methodologies, audit trails, and prevention of duplicate billing. Qualifications: Qualifications • Bachelor's degree in Accounting or related field. • Minimum of 3 years of nonprofit grant accounting experience. • Experience managing federal, state, and local government grants. • Experience preparing grant-funded invoices and financial reports. • Strong understanding of grant compliance and post-award accounting. • Proficiency in Microsoft Excel with advanced spreadsheet skills. • Experience with nonprofit accounting and fund accounting systems. • Strong analytical, organizational, and problem-solving skills. • Excellent written and verbal communication abilities. • Ability to manage multiple priorities and meet strict deadlines. • Highly detail-oriented, self-motivated, and results-driven, with a strong commitment to accuracy and complete supporting documentation. Preferred Experience • Experience with grants funded by government agencies and social service programs. • Knowledge of federal and state grant reimbursement systems. • Experience with nonprofit financial reporting and audit support. Performance Expectations • Grant revenue, receivables, unbilled amounts, deferred revenue, and related journal entries are recorded accurately and on time each month. • Monthly vouchers are submitted accurately and on time. • Every voucher is supported by a completed voucher-to-G/L reconciliation before submission. • Differences among the G/L, revenue schedules, approved budget, expenses, voucher, and cash receipts are identified, explained, and resolved promptly. • Unbilled costs, receivables, deferred revenue, questioned costs, and remaining contract balances are current and traceable. • Award spending, billing, collection, and closeout risks are escalated early to the Budget Manager, Budget Analyst, and Finance leadership. • Documentation is complete and readily available for management review, funder review, and audit testing.