Grants and Contracts Financial Manager

Title: Grants and Contracts Financial Manager

Reports To: Controller

Department: Finance

Location: Oakland, CA

Schedule: Monday through Friday 

Travel: Local travel may be required 

Employee Status: Regular, Full-Time, Exempt 

Union: N/A

Supervises: 1-3 assigned staff 

Benefits

Two weeks of paid vacation a year, sick time, 14 holidays, up to five floating holidays based on employee status, medical and dental benefits on the first of the month following 30 days of employment, life insurance policy at no cost to employee (with the option of increasing policy amount), flexible spending account for medical and dependent care costs, commuter benefits, 403(b) with employer match, and other benefits. We foster a joyful workplace and offer opportunities for professional development and growth. 

Agency Summary 

The Unity Council is a non-profit Social Equity Development Corporation with an over 60-year history in the Fruitvale neighborhood of Oakland. Our mission is to promote social equity and improve quality of life by building vibrant communities where everyone can work, learn, and thrive. 

Our programs aim to provide the community with the tools, knowledge, and resources to transform their lives and ultimately achieve their long-term educational, career, and financial goals. These holistic programs and services reach more than 10,000 individuals and families annually in five languages. Programs include early childhood education, youth mentorship and leadership development, employment services, career readiness training, housing and financial stability, senior citizen services, affordable housing and neighborhood development, and arts and cultural events. Our work expands beyond the Fruitvale district and now reaches across Oakland and into Contra Costa County. The Unity Council employs a diverse workforce of more than 300 people who reflect the linguistic, cultural, and ethnic identity of the communities we serve. 

Position Summary

Reporting to the Controller this position will be responsible for post-award financial grants and contracts management and compliance; funder financial statements, funder billing; cash receipts; and accounts receivable. This position will proactively promote compliance with Uniform Guidance, federal regulations and agency policy. The Grants and Contracts Financial Manager is responsible for managing the team to ensure that the work is properly assigned and completed in a timely and accurate manner.

Additionally, this position is responsible for appropriate allocation of expenses to grants and contracts and within the accounting system. The Grant and Contract Financial Manager must have strong interpersonal skills and the ability to cooperate with and support accounting staff and program staff in other departments.

Essential Duties and Responsibilities

The duties and responsibilities include, but are not limited to the following:

Post Award Grants & Contracts Management

• Participate, along with program managers and fund development on grant and program budget development. It is critical to maximize inclusion of indirect costs.
• Provide post-award financial management for all grants and contracts.
• Responsible for maintaining grants and contracts database and files including the proper set-up of new grants and contracts.
• Review all awarded grants and contracts for billing, reporting and compliance requirements. Disseminate award information to support compliance.
• Ensure the proper set-up and maintenance of customers.
• Responsible for ensuring compliance with Uniform Guidance.
• Responsible for ensuring compliance with procurement requirements.
• Prepare fiscal portion of grants and contracts progress and final reports and assure submission by agency deadline
• Prepare monthly budget to actual reports for each grant and contract. Provide monthly reporting to program managers.
• Review all payroll and accounts payable allocations for cost compliance, allowability and allocability. Create allocation schedules to support allocation of personnel costs, occupancy costs, and operating expenses.
• Provide budgeting, fiscal and compliance training for new program managers.
• Track administrative cost limits. Ensure administrative costs are below cap while maximizing administrative costs.
• Track cost sharing requirements and ensure commitments are fulfilled.
• Prepare the annual Schedule of Expenditures of Federal Awards.
• Prepare all assigned audit and tax schedules.
• Lead for contract and grant fiscal audits.
• Responds to inquiries for special reporting requests.

Funder Billing

• Work with funders to standardize billing where possible
• Set up each funder billing in compliance with grant or contract requirements.
• Request advances and reimbursements from various funding sources.
• Manage the billing process to generate timely, accurate, and fully documented customer invoices.
• Oversee and approve the reallocation of costs between customers.
• Track unbilled revenues and explain billing delays.
• Create journal entries, reconcile balance sheet accounts and perform month-end procedures.
• Accounts Receivable and Cash Receipts
• Oversee and approve cash receipts. Ensure proper coding and timely entry into the accounting system.
• Report on Accounts Receivable aging.
• Implement processes to collect outstanding accounts receivable.
• Reconcile balance sheet accounts and perform month-end procedures.
• Respond to funder inquiries.
• Create weekly cash flow forecasts.

Supervision

• Monitors and analyzes department work to develop more efficient procedures and use of resources while maintaining a high level of accuracy.
• Recruit and hire new employees. Provide orientation.
• Provide training to new and existing staff as needed.
• Handle personnel issues related to staff conflicts, absenteeism, performance issues, etc.
• Work with each direct report to establish goals and objectives for each year and enhance the professional development of staff.
• Ensure team is adhering to internal controls.

Other Duties

• Adherence to internal controls policies and safeguarding of information.
• Provide excellent customer service to internal and external stakeholders.
• Perform additional duties as may be assigned.

Qualifications

• BA/BS degree in Accounting or Finance preferred.
• Five years prior supervisory experience. Nonprofit preferred.
• Two to five years of demonstrated expertise in post award grants and contracts management, customer billing and accounts receivable.
• Thorough knowledge of Uniform Guidance.
• Expert knowledge of GAAP and general accounting, with emphasis on job costing or fund accounting.
• Ability to make independent judgements, using critical thinking to solve problems.
• Ability to present financial information in an organized, understandable manner for both financial and non-financial audiences.
• Excellent organizational skills and ability to document.
• Ability to prioritize.
• Strong attention to detail.
• Can communicate and cooperate with accounting team and other departments both verbally and in writing.
• Must be PC literate in MS Office (Word, Excel, and PowerPoint). Experience using data software systems such as Salesforce is highly preferred. 
• Highly proficient in Microsoft Excel.

Physical Requirements

• Must be able climb stairs, reach, bend, lift 20-30 pounds, crawl, kneel, stoop, twist, grasp with hands and fingers materials, use arms and legs, able to walk, climb ladders if applicable. 
• Regularly required to sit for long periods of time, and occasionally stand and walk; 
• Regularly required to use hands to operate computer and other office equipment; 
• Close vision required for computer use.
• Must have the ability to work on a computer for up to 6 hours a day. 
• Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds with the use of proper equipment.

Pre-Employment Requirements

• Background/fingerprints
• Reference Checks

*** Please submit your cover letter and resume. ***

The Unity Council is an Equal Opportunity Employer.