Grant Accountant

• 
  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.

• 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.

• 
  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.

• 
  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.