Contract and Grants Analyst

Description / Details

Position Summary

The Crisis Center of Tampa Bay brings help, hope and healing to people facing serious life challenges or trauma resulting from sexual assault or abuse, domestic violence, financial distress, substance abuse, medical emergency, suicidal thoughts, emotional or situational problems. The Contracts and Grants Analyst is primarily responsible for the contracts and grants for the agency. This position reports to the Controller and in his or her absence the Chief Financial Officer.

Strategic/Transformational Duties and Responsibilities

• Responsible for monthly grant and contract billings, monitoring budgets for each grant, preparing and submitting periodic fiscal reports to funders and directing and coordinating the agencies fiscal contract audits.
• Participates in the performance quality improvement (PQI) process and uses data to improve services and outcomes.
  
  

Transactional/Administrative Duties and Responsibilities

• Prepares monthly grant and contract billings, including monitoring contract expenditures and grant financial compliance.
• Creates and maintains contract actual, budget and variance reports for Directors, Program Managers, Vice President, Client Services and Chief Financial Officer review.
• Monitors spending to ensure compliance with annual grant and program budgets.
• Prepare Vendor backup packs necessary for funder contracts and reimbursement requests.
• Enters invoices and backup into various grant reporting systems.
• Enters grant invoices into AR Module.
• Creates and maintains payments and billings on contracts with partner or sub-contractor agencies.
• Prepare various accruals for grants and AR.
• Keep up to date on grant requirements – attend meetings, webinars, and other training.
• Provides monthly entries to the Controller to reflect contract activity in the accounting records.
• Coordinate with HR and program services to review funded positions and maintain updated staff allocations to contracts and grants in the HR/Payroll system.
• Maintains audit ready central files of all grant and contract activities, including privately funded grants, for internal tracking and external audit purposes ensuring a constant state of annual fiscal and funder audit readiness.
• Reconciles grant/contract account balances and manages grant/contract account receivables and collection procedures.
• Prepares various financial reports required by funding sources, fiscal intermediaries, contract staff and management on a routine basis and ad hoc basis.
• Creates and maintains calendar for all grant/contract submissions and reports that are due ensuring that CCTB remains compliant with all contractual reporting requirements.
• Assists with grant budgeting process, grant modifications, configures or creates report templates and provides analytical documentation as required.
• Directs and coordinates agency’s contract audits and financial monitoring under supervision of the Controller.
• Performs grant sub-contractor audits.
• Makes recommendations on the establishment of new or modified procedures and reporting methods to improve report content and processes.
• Ensures compliance with requirements of OMB A-133 and CFR as it relates to federal programs.
• Performs and assists in such other duties as may be assigned by the Controller.
• Knows and complies with the policies and procedures of the Agency.
  
  

Required Competencies

• Cooperation/Teamwork – Works toward win/win solutions. Deals with conflict collaboratively. Discusses root causes underlying the problem. Develops effective working relationships.
• Engaging Communication – Relates to people in an open, honest, sincere manner. Treats people with respect. Is friendly and approachable. Listens attentively to others. Communicates ideas clearly. Communicates appropriately with leadership and coworkers.
• Customer Service (Internal & External) – Recognizes and attends to important details with accuracy and efficiency. Treats customers courteously. Responds to customer requests in a timely manner. Elicits feedback from customers to monitor their satisfaction. Considers both short and long-term interests of the customer in making service decisions. Proactively identifies customer needs. Takes responsibility to resolve customer complaints. Takes business or personal risks to serve customers’ long-term interests. Creates strategies to help the organization serve customers more effectively.
• Adaptability – Adapts readily to changes. Works effectively under stress. Needs minimal supervision. Comfortable working in a fast-paced environment. Is reliable, dependable and results oriented. Maintains productivity and composure under pressure. Effectively prioritizes work and establishes clear goals and plans.
• Problem Solving – Views problems as opportunities to create new solutions. Anticipates potential problems and analyzes alternative solutions.
• Judgment – Gathers sufficient input before making decisions. Sees interrelatedness between issues. Considers alternative solutions. Makes appropriate and timely decisions.
• Valuing & Fostering Diversity – Demonstrates respect for individual differences and establishing a climate where all people can be comfortable and productive through sensitivity, empathy, and acceptance of cultural, racial, mental health, and socio-economic diversity.
• Self-Management – Takes responsibility for one’s behavior and well-being; Works effectively under stress and adapting one’s style to changing situations; Comfortable working in a fast-paced environment and needs minimal supervision; Exhibits a professional demeanor.
• Self-Management – Taking of responsibility for one’s behavior and well-being; Working effectively under stress and adapting one’s style to changing situations; Comfortable working in a fast-paced environment and needs minimal supervision; Exhibiting a professional demeanor.
  
  

Education And Experience

• Bachelor’s degree in Accounting or related business field.
• Minimum five (5) years progressive accounting experience.
• Working knowledge of OMB Circular A-133.
• Advanced skill level utilizing Microsoft Excel and Word software programs required.
• Demonstrated ability to successfully manage multiple contracts.
• Not-for-profit experience preferred.
  
  

Knowledge, Skills And Abilities

• Strong analytical and organizational skills.
• Ability to work cooperatively with funding sources and their agents in achieving complete financial accountability for program and agency activities.
• Advanced knowledge of Excel and MS Word programs.
• Ability to respond to common inquiries or complaints from funders and others in the organization.
• Ability to write reports, business correspondence and procedures where necessary.
• Ability to effectively present information to management.
• Knowledge of generally accepted accounting principles and procedures.
• Ability to work effectively with others in the organization.
• Ability to analyze data, identify key issues and cause and effect relationships.
• Ability to generate creative solutions to work situations.
• Ability to work independently.
• Knowledge of federal, state, donor, and contracts financial reporting requirements.
• Skill in operation of a variety of software programs on a personal computer.
  
  

Physical Demands/Working Conditions

Physical Requirement: While performing the duties of this job, the employee is regularly required to use hands to finger, handle controls and talk or hear. The employee frequently is required to sit and reach with hands and arms. The employee is occasionally required to stand and walk. Specific vision abilities required by the job include close vision, color vision, and the ability to adjust focus.

Working Conditions: Duties are performed primarily in an office setting. The noise level is quiet.

Travel: Minimal

Hours: Monday-Friday, 40 hours per week; typically, 8:00am – 5:00pm.

How To Apply

Click HERE to apply!