Grants Accounting Specialist

Position Type: Classified

Department: Grants Accounting

Full or Part Time: Full Time

Pay Grade: BW6

Summary:

Processes expenditures, monitors budget, and invoicing for institutional restricted funds.

Principal Functional Responsibilities:

Invoicing and Cash Management:

Prepare and submit monthly invoices for grants and other restricted funds. Oversee and monitor accounts receivable subsidiary ledger, aging of invoices and delinquent payments. Post cash receipts (EFTs and checks) for restricted accounts.

Grant Financial Management:

Review and approve various financial transactions for restricted funds, including online requisitions, chargebacks, invoices, P-card transactions, personnel action forms (PAFs), labor redistribution forms (LRFs), position requests, travel expenditure reports, and honoraria forms. Ensure that all transactions are allowable, allocable, reasonable, and compliant with grant regulations and audit standards.

Vendor Maintenance:

Prepare requisitions and purchase orders for consulting agreements, subcontracts, and other vendor agreements. Review the vendor is setup as a payee in PaymentWorks. Maintain requisition/purchase order logs and communicate with vendors regarding the purchase orders and invoicing process.

Financial Reporting:

Prepare journal entries for distributions and corrections, reviewing backup documentation, and collaborating with department contacts to maintain documentation for restricted fund transactions. Set up and modify electronic files, as well as prepare and close restricted funds as directed. Manage electronic file destruction according to the institution’s and sponsors’ record retention policies. Prepare quarterly or ad-hoc financial status updates, analyze accounts, expenditures, and financial statements to project budgets. Process budget reallocations, prepare payroll projections, and create interim and final updates. Support the preparation of financial reports and surveys as needed. Assist in the year-end closing processing, audit, and grant roll.

Collaboration and Communication:

Provide technical accounting support to Grants Accountants and assist in implementing fiscal changes in the Accounting system. Maintain inter-departmental relationship with Accounting and Purchasing. Provide non-financial post-award administrative assistance to Sponsored Programs. Employ LEAN/Six Sigma methodologies to streamline processes and eliminate waste within the department.

Miscellaneous Duties:

Supervise and train student assistants. Perform other duties as assigned.

Qualifications:

• Associate’s degree in accounting or related field or equivalent accounting experience.
• Minimum one year experience in an accounting environment.

Preferred Qualifications:

• Bachelor’s degree
• Experience with Banner and/or Kuali Research Grants Management System

Physical Requirements:

Must be able to utilize a phone, computer and other office equipment.

Department Specific Information:

Starting rate range $18.12 – $20.21, commensurate with experience.