Grant Accountant
VOA Chesapeake

Job Info

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COMPANY OVERVIEW

At Volunteers of America Chesapeake, we provide services in MD, DC, VA and the Carolina's, we are an affiliate under the Volunteers of America National Organization. As a whole, Volunteers of America is more than a non-profit organization. We are a ministry of service that includes more than 16,000 employees nationwide and more than 70,000 volunteers working together to help individuals who need our help the most. We firmly believe that our employees drive the success of the organization. With success in mind as the ultimate goal, we strive to create and provide an environment that offers challenging, stimulating and financially rewarding opportunities. Our tag line is "Helping America's most vulnerable".

JOB SUMMARY

The Grants Accountant will maintain the daily operations and strategic objectives of the Organization's accounts receivable cycle through invoicing, reconciling, and managing of assigned grants through the accounts receivable collection process. The Grant Accountant is primarily responsible for post-award grants accounting and invoicing, maintaining the general ledger, account reconciliations, audit deliverables, and accurate submission of various financial reports. Under the direction of the Accounts Receivable Manager, will maintain the integrity of the financial accounting system, by monthly preparation of various federal, state, local and private grant invoicing, collection cycle, reconciliations, and preparation of monthly reports, including but not limited to accounts receivable reconciliation report to meet the monthly closing schedule. This position will also demonstrate knowledge and good judgment in the application of GAAP. The position will require an ability to effectively communicate with program and executive leadership, external service providers and program personnel on a regular basis.

RESPONSIBILITIES

• Assure timely and accurate invoicing for assigned grant/contracts including but not limited to local, state, and federal customers. Exercising knowledge of the awarding agency's regulations and guidelines when preparing invoices.
• Assisting in entering all invoices into the accounting system with appropriate supporting documentation to meet monthly close schedule.
• Perform monthly reconciliations over the period of performance of each grant to ensure all billable expenditures have been captured and appropriately invoiced in compliance with the awarding agency's guidelines.
• Provide financial oversight for funds related to grant projects and monitor general ledger expenses for allowable uses of grant funds.
• Review and research budget variances to help ensure the accuracy of financial reports.
• Assist in the preparation of external reporting, such as the federal financial report - 425, as required by the awarding agency.
• Ensure invoicing is free from clerical & mathematical errors and present cohesively.
• Prepare journal entries to reclassify expenses as needed.
• Follow-up on timely collection of monies due to organization.
• Assist team members in depositing monies received via check, money order, or cash into the company's operating account.
• Assist team members in cash application ensuring all cash receipts are applied appropriately.
• Monitor and report on deviations from standard payment processing times.
• Prepare fiscal information requested by external funding sources, including government agencies and foundations, and for the external audit.
• Discuss and implement changes to invoice process to improve quality of invoicing and collection procedures in conjunction with AR Manager.
• Ongoing review of accounts receivable, revenue, and related general ledger entries for appropriateness and discuss issues impacting integrity of financial data with AR Manager & Controller including the recordation of adjustments or uncollectible receivables.
• Weekly and/or as needed reporting of invoicing totals/aging totals/cash receipts/accruals/invoice adjustments.
• Ongoing maintenance of balance sheet accounts including, but not limited to, revenue accruals, and other receivable accounts, and other accounts as assigned.
• Assist in response to inquiries about information contained in financial statements and resolve issues.
• Assist in the preparation, review, and completion of A/R schedules for the annual independent audit and public and private audits/monitoring visits within timeframes stipulated by senior leadership.
• Other duties, as assigned by senior leadership.

EFFECT ON END RESULT

• Improve collections of assigned receivables to 90% within a 90-day period.
• Improve the process flow of useful billing information between the program staff, billing team, and the Accounting/Finance department. This should ultimately reduce duplicative efforts, enhance reports and communication, optimize revenue, and ensure the agency is in compliance of all awarding agency requirements and guidelines.
• Ensure that designated backup staff are appropriately trained on current practices.
• Promotes leadership and teamwork by:
  • Meeting metrics and goals established by leadership (KPI's).
  • Communicate and maintain professional attitude with stakeholders.
  • Maintaining company and departmental policies.
  • Demonstrating teamwork, professionalism, cooperation and positive support with colleagues and management as well as the other departments.
  • Encouraging a professional and supportive team environment by maintaining positive communication, demonstration of respect and support for others, cooperation, and flexible with change.

Qualifications

REQUIREMENTS

This position requires initiative, flexibility, simultaneously meeting multiple demands, and the proven ability to work with minimum supervision.

• Bachelor's degree in accounting or finance,
• 2 years or more prior experience in invoicing or managing local, state, or federal grants,
• Knowledge of CFR Title 2, Subtitle A, Chapter II, Part 200
• Strong analytical, research skills, and the ability pay attention to detail,
• Excellent oral and written communications skills
• Strong computer skills including competencies in the use of MSWord and Excel
• Able to work and thrive in a team environment
• Experience working with NetSuite or any Oracle based accounting software, preferable
• Excellent organization skills

PHYSICAL REQUIREMENTS

The physical requirements described below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

• The ability to safely operate a motor vehicle to transport oneself, consumers, and program supplies as necessary.
• The physical ability to travel to assigned locations, stand, stoop, bend, reach, pull, push, lift, grasp, climb, talk, see, hear and perform basic and light home maintenance activities, and operate office equipment.
• Move and lift light objects up to 30 pounds such as mail, supplies, files, and equipment.
• Operating office equipment requiring continuous or repetitive hand/arm movements.
• The ability to remain in a sitting position for extended periods of time.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

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