Manager of Grants Billing - Union Station Homeless Services

TITLE: Manager of Grants Billing

DEPARTMENT: Finance

REPORTS TO: CFO

Employment Status: Full Time

Reg. Hours Worked: _40_ / Week, Exmept

Salary: $95,000 -105,000/yr DOE

Location: Hybrid/ Pasadena, CA

Benefits:

• 5 Paid Flex Days
• 13 Paid Holidays
• 12 Paid Vacation Days
• Medical, Dental, Vision Insurance
• 403b Account Match

JOB SUMMARY:

Reporting to the Chief Financial Officer, the Manager of Grants Billing is responsible for overseeing all of the public and private grants activities for the organization. This position is a key role that ensures that grant billing and grant reports are submitted accurately and timely meeting funders’ deadlines. This position has a strong knowledge of federal, state, and local grants, GAAP requirements, and fiscal and programmatic requirements.

ESSENTIAL FUNCTIONS INCLUDE, but are not limited to the following:

• Directly manage the monthly logistics, preparation, and submission of a portfolio of grant invoices as well as periodic reports for a variety of funders to ensure the invoices are submitted timely and accurately including all required supporting documentation.
• Lead other Grant Specialists in meeting agency objectives in grants management and funder relationships.
• Provide quality assurance review and oversight of invoicing/reporting to ensure compliance with GAAP, Uniform Guidance Title 2 CFR 200, funder specific regulations/requirements, and internal controls.
• Ensure all grant invoicing is valid within contract guidelines and that reimbursement requests are booked accurately in the accounting system.
• Assist with the month-end close process by tracking government receivables, booking estimates where applicable, reporting variances, and highlighting potential budget/maximization issues.
• Resolve issues surrounding grant invoices including disallowed expenses or technical issues by working collaboratively with other staff members and funders to ensure positive outcomes and prevent delays in billing. Ensure that proper Credit Memos are timely recorded in GL to properly reflect approved billing.
• Perform periodic reconciliations of general ledger accounts and prior months to ensure that all applicable expenses are captured in monthly billing.
• Maintain the grant funding inventory and tracking worksheets, update annually as grants renew.
• Participate in grant budget review and budget modifications processes.
• Partner with the CFO, Controller and program staff on periodic review of cost allocation procedures and methodology.
• Track grant budgets and match requirements monthly to ensure funder compliance and maximum utilization; recommend strategies to ensure spend down.
• Prepare periodic grant Budget vs Actual variance reports and other ad hoc reports for management.
• Participate in fiscal monitoring as well as the annual audit.
• Train and mentor Grants Specialists team
• Assist with other finance and accounting projects as required.
• Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent organizational, interpersonal and communications skills.
• Attention to detail and ability to manage multiple deadlines
• Advanced skills in Microsoft Windows, Microsoft Office (Word and Excel), QuickBooks and payroll database. ADP experience strongly preferred.
• Understanding of cost allocation methodology.
• Knowledge of GAAP and OMB Circular guidelines.
• Knowledge of the full process of government contract billing.
• Able to attend off-site meetings.

EDUCATION, TRAINING AND EXPERIENCE:

• Bachelor’s Degree in Accounting, Finance or closely related field.

OR

• Experience in Financial Accounting with similar relevant training / background may be considered in lieu of degree.

AND

• 8+ years of experience in the accounting field
• 4+ years progressively responsible, management-level supervisory experience in financial administration required.
• 3+ years in nonprofit financial and government grant management required; equivalent experience with financial management in an industry with similar accounting principles may be considered.
• Experience working with LAHSA is preferred
• Experience with Uniform Guidance audits and audits in a supervisory role.
• Strong general accounting and government grant experience.

PHYSICAL AND MENTAL REQUIREMENTS AND WORK ENVIRONMENT:

• Ability to interact with other employees, clients, customers and members of the public.
• Ability to respond effectively to sensitive inquiries or complaints.
• Ability to work effectively under time constraints and stressful work conditions, prioritize work, multi-task, and adapt to changing work demands.
• Complex reading and writing skills, memorization skills, analytical/perceptive/comprehensive capabilities, judgment and decision-making capability.
• Ability to work independently, with others, around others, have verbal contact with others, face-to-face contact with others, prioritize work and make decisions.
• High level of concentration and attention to detail for extended periods of time.
• Able to travel to off-site meetings.
• Able to work occasional evenings.

UNION STATION HOMELESS SERVICES EMBRACES DIVERSITY

We embrace our differences and are committed to furthering our culture of inclusion and belonging. Our commitment to racial equity within the organization is crucial to who we are and the clients we serve. Committed to being an anti-racist organization and sharing the unique cultural experiences from our networks, we offer annual racial equity training, host ongoing learning experiences through our lunch n' learns, and participate in on-going mental health trainings.

We promote acceptance, respect, teamwork, and fosters diversity in the workplace. We believe every individual has a story, past, and a unique set of skills that shape who we are and through this network, we can learn from each other to become better versions of ourselves personally and professionally. Through our staff-led network focusing on diversity, equity, inclusion, belonging and accessibility, we work to communicate, educate, and express diverse cultivation through our eight Diversity Networks. We are honored that the Diversity Network has been recognized as part of the Community Impact Awards presented by the Los Angeles Business Journal.

Union Station Homeless Services is an Equal Opportunity Employer