SUMMARY
The Grant Administrator is responsible for overseeing and managing all financial aspects of
grant programs within the organization. This includes budgeting, tracking expenses, financial
reporting, and ensuring compliance with grant requirements. The role works closely with
program staff, finance teams, and external stakeholders to ensure the effective and efficient
use of grant funds in line with funding guidelines. The Grant Administrator plays a critical support
role, assisting the Director of Resident Services in managing public and private funding grants,
maintaining accurate financial records, and ensuring compliance in meeting grant objectives.
KEY RESPONSIBILITIES:
Grant Management:
• Conduct reviews and fiscal reports and budgets, ensuring compliance with grant
requirements and organizational policies.
• Assist with preparing and managing grant program/s contracts, and match/leveraged
resources (including in-kind donations) ensuring adherence to contractual obligations.
• Perform risk assessments and financial reviews to ensure compliance with federal and
state regulations.
• Prepare and send notification letters of contractual obligations, grantee fiscal reporting,
and other communications.
• Track receipt of necessary fiscal documents, provide reminders, and follow up on
required submissions of grants.
Financial Reporting and Record Keeping:
• Maintain and reconcile monthly grant expense tracking sheets with established Budget
Line Items (BLI), ensuring accurate allocation of funds, language of services rendered
and tracking of grant and program income.
• Prepare and review grant/s quarterly financial, narratives, and performance reports and
supporting documentation for submission to funding agencies.
• Organize and maintain financial records for audit readiness.
Compliance and Documentation:
• Ensure compliance with federal, state, and private funding organizational policies and
procedures related to financial activities and grant management.
• Assist in preparation for audits and reviews, including compiling documentation and
responding to auditor inquiries.
• Monitor and modify if necessary grant expenditures to ensure alignment with approved
budgets and grant objectives.
Communication and Support:
• Serve as a point of contact for regarding financial matters and grant compliance.
• Provide guidance and support on financial reporting, budget management, and
compliance issues.
• Provide backup support for RSD Team and Finance team members.
Grant Management and Administrative Support:
• Assist in the preparation of grant proposals, including budget development and
justification.
• Monitor grant performance and expenditures to ensure alignment with grant agreements
and funding requirements.
• Provide project and task management support for finance and RSD, including preparing
checklists, tracking deadlines, and ensuring successful project completion.
EDUCATIONAL REQUIREMENTS:
?Bachelor’s degree in accounting, Finance, Business Administration, or a related field
preferred, but commensurate experience will be considered.
• Proficiency in accounting software (QuickBooks), Department of Labor (DOL) GPMS
system, HUD ELOCCS, Grant Solutions, Grants.gov.
• Bachelor’s degree obtained. Master’s preferred.
• An equivalent combination of education, training, and experience may be considered.
EXPERIENCE REQUIREMENTS:
? 3 years or more experience in Grant Accounting, financial management, or a similar
role, preferably within a nonprofit or government setting.
? 3 years or more experience with federal and state grant compliance and regulations
? 3 years or more experience in budget development, tracking expenses, and financial
reporting for grant-funded programs.
? 3 years or more familiarity with audit processes related to grants and funding
compliance.
OTHER REQUIREMENTS:
? Must have or be able to acquire a valid state driver’s license.
? Must pass federal, state, and local criminal investigation clearances, and pass a drug
screening test administered by the Commission or its designated provider.
? Must be insurable under the agency’s insurance policy.
KNOWLEDGE:
? Knowledge of HUD & DOL programs, requirements, and policies/procedures preferred
? Knowledge of expense tracking and allocation: proficiency in tracking expenses,
allocating funds, and ensuring the proper use of grant resources as per the grantor’s
terms.
? Knowledge of documentation and record-keeping: strong knowledge of maintaining
financial documentation and records in line with audit and grantor requirements.
? Knowledge of risk management: understanding of potential financial and compliance
risks in grant administration, with the ability to identify, mitigate, and report on these
risks.
? Knowledge of the principles and practices of social work, case management, home
ownership, career counseling and the service delivery.
REQUIRED SKILLS:
? Expertise in budgeting, financial analysis, and expense tracking for grant-funded
programs.
? Analyze and interpret financial data, identify trends, and interpret complex financial
information to ensure compliance and accuracy in grant management.
? Expertise in Microsoft Excel, including advanced formulas, pivot tables, and data
analysis for financial tracking and reporting.
? Proficient Advanced skills in grant management systems for financial reporting and
reconciliation.
? Interact with public and private agencies and residents to accomplish organizational
goals.
? Understand and apply HUD organizational rules, instructions, policies and procedures
appropriately
SUPERVISORY RESPONSIBILITIES:
NONE
REPORTS TO:
Director of Resident Services
ESSENTIAL JOB FUNCTIONS:
? Monitor and track all grant-related expenses, including matching donations, ensuring
accuracy and adherence to budget constraints. Reconcile accounts to keep accurate
records of expenditures and ensure compliance with grant-funded budgets.
? Prepare timely and accurate financial reports for internal stakeholders and external
funders. Submit required financial statements, invoices, and expenditure reports as per
grant agreements.
? Manage grant budgets to align with program goals and funding guidelines. Work with
program managers to allocate resources effectively, and ensure compliance with
federal, state, local and private grant regulations as well as specific grant requirements
throughout the grant lifecycle.
? Maintain accurate and organized financial records for each grant, including contracts,
agreements, and financial reports, ensuring they are easily accessible for audits and
reporting. Ensure financial records are audit-ready at all times.
? Perform regular reconciliations of grant budgets, including revenue and expense
tracking, to ensure accuracy in financial reporting and compliance with grant
agreements.
