Grants Administrator

Founded in 1990, the Mid-Maine Homeless Shelter & Services (MMHSS) one of Maine's most innovative and inclusive emergency homeless shelters. Our 48-bed low-barrier shelter welcomes everyone, including people struggling with addiction, mental illness, or a history of incarceration. We believe in harm reduction and supporting our guests as they seek to find permanent housing solutions. Hope starts here.

MMHSS’ team is fast-paced, professional, passionate, growth-oriented, and committed to being person centered and trauma informed in our work with the people we serve. We are committed to best business practices and tools for mission fulfillment. Please review MMHSS website for more information: https://www.shelterme.org

Mission

Ending Homelessness in Mid-Maine One Person, One Family, and One Child at a time.

Vision

We envision a community where homelessness is a rare, brief and a one-time event.

Our mission is to provide support to people experiencing homelessness by providing

Emergency housing, food, and services to low income and vulnerable members of the

Mid-Maine community.

Core Values

Our core values shape the way we fulfill our mission, how we behave, and what we expect of each other.

• We believe in the inherent strength of the people we serve and trust they can determine the course of their lives and achieve housing stability.
• We believe in building relationships of mutual trust and respect by recognizing the right of self-determination of everyone and ensuring that underrepresented voices are given an opportunity to influence decisions and speak their truth.
• We believe that simple, decent, and affordable housing is a right for all people and is necessary for building and sustaining healthy communities.

The Position

The grants administrator monitors spend-down of grant budgets and oversees fiscal grant reporting and audit preparation, ensuring compliance with all applicable federal and state regulations, accounting and reporting policies, and procedures.  The position will ensure compliance with funder-specified implementation and financial reporting requirements.

Duties/Responsibilities

• Grant administration duties that include pre-and post-award fiscal grant management
• Understands grant/funding expectations and requirements
• Maintains grants management in QuickBooks
• Manages grant billings and compliance reporting, fund account reconciliation, year-end audit, and reporting
• Prepares financial and other reports to comply with grant requirements
• Conducts grants management trainings and compliance needs with staff
• Partners with leadership on big-picture grant financing strategies
• Coordinates the Single Audit portion of the annual audit
• Responsible for external monitoring visits, reviews, and audits
• Responsible for overall coding of accounts receivable, accounts payable and payroll transactions with grants
• Prepares and submits grant reimbursement requests
• Enters correcting and month-end journal entries as needed
• Provides back up to other Finance positions and is crossed trained in all financial programs

Grant Management

• Grant writing participation
• Monitor spend-down of grant budgets
• Oversee fiscal grant reporting
• Oversee audit preparation; ensure compliance with federal and state regulations
• Reporting policies, procedures, and requirements surrounding sub-recipient monitoring
• Manage accounting activity, preparing of journal entries, invoices, and accounts payable transactions
• Development of organization budgets
• Prepare, review, and distribute monthly reports for grantors
• Document and address issues requiring attention and further discussion with Directors & CEO
• Work closely and collaboratively with staff project leasers to understand and meet the terms of all funding agreements
• Work in conjunction with key staff to anticipate internal needs and organizational impacts of pending and ward applications

Finance

• Support budget creation, budget projections and analysis of expenses needed
• Monthly grant financial reports for Operations Director and committee needs
• Monthly program grant reports
• Review salaries charged to specific grants, adjust to ensure correct allocation
• Managed restricted funds
• Oversee management of timely tracking, reporting and data input related to grant revenue, expenditures, and reconciliation
• Maintain updated fund balances and projections
• Work in conjunction with the Accounting Manager & Operations Director to ensure accuracy within QuickBooks
• Maintain all project documentation and financial records according to internal controls and audit requirements
• Partner with the CEO and Operations Director in supporting annual audit and budgeting process

Required Skills/Abilities

• Problem-solving by assessing situations, collecting, and analyzing information, and proposing effective solutions
• Ability to develop financial materials that are easily understandable to a variety of audiences
• High level of accuracy and attention to detail
• Strong communication and relationship-building skills
• Excellent organization skills and ability to adapt to a fast-paced environment
• Ability to be decisive, resolve issues, and deliver on commitments and deadlines
• General knowledge of Generally Accepted Accounting Principles

EOE Statement

Mid-Maine Homeless Shelter & Services is an EEO Employer. MMHHS will not tolerate discrimination based on race, color, religion, sex (including pregnancy, sex stereotyping, gender identity, gender expression or transgender status), national origin, sexual orientation, physical or mental disability, age, protected genetic information, status as a parent, marital status, political affiliation, or retaliation based on prior protected EEO activity. In addition, MMHSS will not permit harassment – sexual or nonsexual – of any employee or applicant for employment. We are committed to providing an inclusive and welcoming environment for all members of our staff, guests, and volunteers.

Education and Experience

• Bachelor’s degree or higher in business required or a comparable combination of education and experience
• 3 years or more managing grants and non-profit finances required
• Non-profit financial management or accounting preferred

Job Type

Salary, Exempt

Salary

$40,000-$50,000 DOE

Benefits

• 13 Paid Holidays and generous paid time off (Vacation/Sick/Personal Leave)
• Flexible scheduling 
• Health Insurance Including medical insurance, dental, vision, and short-term disability
• Employee Assistance Program
• Short-term disability insurance
• Advancement opportunities within the organization

Position qualifies for Public Sector and Nonprofit Student Loan Fo

Salary : $40,000 - $50,000