Part-Time Accountant / Grants Finance Specialist (Contractor)

Overview

Part-Time Accountant / Grants Finance Specialist (Contractor) Jobs in Remote at Foundation for Sickle Cell Disease Research

About the Organization

The Foundation for Sickle Cell Disease Research is a growing nonprofit healthcare organization supporting a network of approximately 15 outpatient clinic locations, substantial grant-funded initiatives, patient-service operations and related programs.

The organization manages multiple large and complex grants requiring accurate financial reporting, payroll support, transaction listings, invoices, reimbursement requests, supporting documentation and ongoing budget monitoring.

Position Summary

FSCDR is seeking an experienced Part-Time Accountant / Grants Finance Specialist to manage the detailed financial administration, reporting and documentation associated with the organization’s grant portfolio.

This is a grant-finance position, not a grant-writing position. The selected contractor will be responsible for preparing accurate financial reports, funder invoices, reimbursement requests, transaction listings, payroll allocations, budget-to-actual reports and supporting documentation.

The Grant Accountant must be highly organized, deadline-driven and able to trace reported expenses back to appropriate accounting records, payroll reports, invoices, receipts, contracts and proof of payment.

The ideal candidate has direct experience managing financial reporting for multiple nonprofit, governmental or healthcare-related grants and understands that every amount reported to a funder must be accurate, supported and appropriately coded.

Primary Responsibilities

Grant Financial Reporting

• Prepare recurring grant financial reports according to funder requirements.
• Prepare grant invoices, reimbursement requests and draw documentation.
• Produce detailed transaction listings and expenditure reports.
• Prepare budget-to-actual reports for each active grant.
• Monitor spending against approved grant budgets.
• Track remaining balances, spending rates and funding-period deadlines.
• Identify potential over-spending, under-spending or misclassified expenses.
• Prepare financial portions of interim, annual and final grant reports.
• Support grant amendments, rebudgeting requests and closeout activities when required.

Payroll and Personnel Documentation

• Obtain and review ADP payroll reports needed for grant reporting.
• Prepare payroll and benefit allocation schedules.
• Confirm that staff charged to grants are coded to the appropriate award, department, clinic and reporting period.
• Work with the Fractional Controller and Human Resources to resolve payroll allocation discrepancies.
• Maintain supporting documentation for personnel expenses.
• Assist with time-and-effort, personnel certification or equivalent documentation when required by the applicable grant.
• Ensure payroll amounts reported to funders reconcile to payroll records and the general ledger.

Supporting Documentation

• Assemble invoices, receipts, contracts, proof of payment and other source documents required for grant reimbursement.
• Confirm that each reported transaction is supported by appropriate documentation.
• Maintain an organized electronic file for each grant and reporting period.
• Follow up with internal departments regarding missing invoices, receipts, approvals or other supporting records.
• Ensure documentation is retained in a format suitable for funder review, monitoring visits, audits and grant closeout.
• Maintain clear naming conventions and standardized folder structures.

Grant Budget and Accounting Reconciliation

• Reconcile grant financial reports to QuickBooks.
• Confirm that expenses are recorded under the correct grant, clinic, department, account and reporting period.
• Investigate discrepancies between grant budgets, payroll reports, source documents and accounting records.
• Prepare adjusting-entry recommendations for review by the Fractional Controller.
• Assist with identifying allowable direct costs, shared costs and applicable indirect costs.
• Support consistent cost-allocation methodologies.
• Maintain documentation explaining significant financial adjustments or reclassifications.

Receivables and Cash Tracking (Symposium, Journal, Grants, etc)

• Track all invoices and reimbursement requests submitted.

Compliance and Deadline Management

• Maintain a master grant reporting calendar.
• Monitor financial-reporting due dates and required approval timelines.
• Review grant budgets and financial instructions to identify reporting requirements.
• Flag questionable, unsupported or potentially unallowable expenses for Controller review.
• Support responses to funder questions and financial-monitoring requests.
• Assist with annual audit, grant-specific audit and other compliance requests.
• Maintain confidentiality and comply with applicable data-security requirements.

First 90-Day Deliverables

Days 1–30: Build the Grant Inventory and Identify Immediate Risks

By the end of the first 30 days, the contractor will deliver:

• Complete Master Grant MatrixThe matrix must include, for every active award:
• Funder
• Grant title
• Grant or contract number
• Original award amount
• Current approved budget
• Grant start and end dates
• Reporting periods
• Financial-report due dates
• Program-report due dates when relevant
• Invoice or reimbursement method
• Funder contact
• Internal program owner
• Staff charged to the grant
• Indirect-cost treatment
• Current reporting status
• Outstanding receivables
• Known compliance or documentation concerns

By the end of day 60, the contractor will deliver:

• Grant Budget-to-Actual Report for Every Active GrantEach report should show:
• Approved budget by category
• Current-period spending
• Cumulative spending
• Remaining balance
• Percentage of grant period elapsed
• Percentage of budget consumed
• Outstanding reimbursement requests
• Projected spending concerns
• Significant variances
• Standard Grant Reporting Package
• A repeatable template containing, as applicable:
• Funder invoice
• Reimbursement request
• Transaction listing
• General-ledger detail
• Payroll allocation schedule
• Fringe-benefit calculation
• Supporting invoices
• Receipts
• Proof of payment
• Budget-to-actual report
• Required certifications
• Internal review checklist
• Grant Receivables Tracker – A current tracker of all submitted, paid, partially paid and outstanding grant invoices or reimbursement requests.
• Payroll Allocation Review – A documented review of employees charged to grants, including recommendations for correcting inaccurate or incomplete coding.
• Cost-Allowability and Documentation Checklist – A checklist for determining whether an expenditure:
• Falls within the grant period
• Matches an approved budget category
• Is assigned to the correct grant
• Has appropriate approval
• Has supporting documentation
• Has proof of payment
• Is reasonable and allocable
• Requires Controller review before reporting
• Current Reporting Submission Plan – A schedule for completing every known upcoming financial report, reimbursement request and required correction.

Days 61–90: Establish a Recurring Grant-Finance System

By the end of day 90, the contractor will deliver:

• Current Financial Reporting Status for All Active GrantsAll known grant financial reports should be:
• Submitted on time;
• Prepared and awaiting documented internal approval; or
• Included in a written remediation plan identifying exactly what is missing and who is responsible.
• Monthly Grant Dashboard
• Complete Financial Support File for Each Active Grant – Each grant should have a clearly organized financial file containing the records necessary to support reported expenses.
• 90-Day Grant Spending and Cash Forecast – A forecast showing:
• Anticipated grant expenditures
• Expected reimbursement requests
• Expected grant cash receipts
• Potential funding gaps
• Grants requiring accelerated or reduced spending
• Reports and closeouts due within the next 90 days
• Grant Financial Reporting Procedures – Written standard operating procedures covering:
• Documentation collection
• Payroll reporting
• Transaction review
• Budget-to-actual preparation
• Reimbursement requests
• Internal review and approval
• Submission confirmation
• Receivable follow-up
• Grant closeout
• Record retention

Minimum Qualifications

• Bachelor’s degree in accounting, finance, business administration or a related field.
• At least 3–5 years of grant accounting or grant financial-management experience.
• Direct experience preparing grant invoices, reimbursement requests, transaction listings and budget-to-actual reports.
• Experience reconciling grant financial reports to the general ledger.
• Experience supporting payroll and benefit allocations to grants.
• Strong Microsoft Excel skills.
• Experience with QuickBooks Online or a comparable accounting system.
• Ability to manage multiple grants, deadlines and reporting formats simultaneously.
• Strong documentation, organizational and follow-up skills.
• High level of accuracy and attention to detail.
• Ability to communicate financial discrepancies clearly and professionally.
• Ability to maintain confidentiality.

Preferred Qualifications

• Nonprofit healthcare or healthcare-services experience.
• Experience with federal, state, county or other governmental grants.
• Familiarity with Uniform Guidance requirements when applicable.
• Experience with ADP or another major payroll system.
• Experience supporting grant audits, monitoring visits or grant closeouts.
• Experience with multi-location or multi-program organizations.
• Knowledge of restricted funds, direct and indirect costs, cost allocation and grant receivables.

Important Role Boundaries

• This is not a grant-writing or fundraising position.
• The Grant Accountant will not independently approve unsupported or questionable expenses.
• Material accounting adjustments must be reviewed by the Fractional Controller and ultimately approved by our CPA.
• The role requires direct preparation and organization of reports and supporting documentation; it is not a supervisory position.

Pay: $30.00 – $35.00 per hour

People with a criminal record are encouraged to apply

Application Question(s):

• Describe your experience financially managing a grant

Work Location: Remote

Title: Part-Time Accountant / Grants Finance Specialist (Contractor)

Company: Foundation for Sickle Cell Disease Research

Location: Remote

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