Title – Finance & Grants Management Specialist Location: Hybrid - Silver Spring, MD Industry: Not For Profit Hourly Rate: Market Software: Strong abilities with Microsoft Office Suite
Position Summary The Finance and Grants Management Specialist (FGMS) will report to the Director, Head Start at Easter Seals DC MD VA. The FGMS is responsible for working closely with the Director and staff from the finance department to create budgets and maintain financial systems, policies, protocols, and procedures that are integrated and aligned with the finance department and compliant with federal and state regulations. The FGMS will also ensure fiscal integrity and compliance with Head Start Performance Standards and OMB circulars through the implementation of sound internal controls and adherence with federal fiscal policies and procedures. Essential Functions
Lead the program in developing, executing, monitoring, and reporting annual budgets.
Accurately track all funds expended and received by the Early Head Start/Head Start program
Process and review all purchase requests prior to submission to accounts payable. Work with the Accounting Operations Specialist to ensure accurate coding and posting of all accounts payable transactions and appropriate supporting documentation is provided.
Ensure proper cost allocation apportionments, prepare quarterly financial reports, updated budget vs. actual variance tracking and required grants management submissions.
Review billing submissions through PMS with the Finance team to ensure submission are accurate
Under the guidance of the Director and with input from the Controller, coordinate financial, operational, and administrative activities related to the preparation of waiver requests and associated follow up.
Under the guidance of the Director and in coordination with the Controller, coordinate financial, operational, and administrative activities related to recording, tracking, and reporting on non-federal share requirements and contributions. Ensure that financial records and reporting are compliant with federal regulations and financial accounting standards.
Maintain grant finance-related files to include notice of award, financial agreements, vendor agreements, lease agreements, federal funder reporting calendar, etc. Ensure that all reports and records are stored and tracked, timely and accurately. and
Maintain proper documentation of all expenditures for reimbursements, purchase orders (e.g., receipts)
Maintain fiscal documentation files for all required monthly and quarterly financial reports
Review financial data with the Finance team to ensure accuracy of monthly financial statements
Assemble and compile requested documentation for all audits.
Assist in preparation of agency budgets prior to submission of individual program grant applications
Maintain documentation of all insurance certificates and relevant policy coverage information
Ensure all required licenses and permits are kept current and displayed as required
Review and understand all grant requirements (e.g., Dept. of Education, Dept. of Human Services, Head Start, etc.)
Ensure that all procurement and accounting transactions are handled properly and in accordance with Federal and State regulations
Review all purchase requisitions, purchase orders and reimbursements from employees to ensure that they are completed accurately
Process check requests with the Finance team and track completion of all requests to ensure that all invoices and employee requests are completed accurately and timely
Review all Extended Day documentation to verify accuracy and work with Site Coordinators to address discrepancies
Recommend policies and procedures to create consistency, standardization, and cost effectiveness across Early Head Start/Head Start programs.
Maintain systems to ensure payments for Extended Day vouchers
Participates in assigned meetings, events and training as required
Hire and supervise assigned staff. Meets with assigned staff on a weekly basis to identify and resolve problems, manage projects, track goals, and review work processes and procedures, etc.
Represents the team and/or department at meetings, events, and training as required