Job Details

Under the supervision of the Finance Coordinator, in a cross-functional capacity, monitors grant compliance and analyzes financial data in order to manage all aspects of the Ryan White grant program and report on the financial status of the multiple grants within the program as well as each projects finances. Ensure payments are posted within the individual RW program areas appropriate accounts, allocate site specific expenses, calculate drawdowns, and manage payroll cost category calculations for each grant. Processes complex Grant required Ryan White reports, including line item budget and narrative reports, allocation reports, expense reports, and a complex reporting tool with specific cost categories related to each Grant. Maintain separate spreadsheet specific to the patient revenue, including Ryan White 340B revenue and non-grant related expenses. Assist staff with the reconciliation of 340B pharmacy revenue specific to each program.

Essential Functions

1. Works daily in the general ledger financial software. Reviews general ledger for compliance with Generally Accepted Accounting Principles. Reviews and monitors the general ledger on a continual basis. Prepares and enters account corrections to the integrated financial system, including journal entries. Also performs various general ledger reconciliations.
2. Responsible for grant program, financial reporting and deadlines. May perform complex, specialized grant accounting functions, prepare expense spreadsheets, comparing grant expenditures to the grant budget, writing pertinent financial grant narrative and complies with periodic financial reporting and reimbursement submitted requirements.
3. Contributes to and participates in the development of the annual Health Department budget. Assists with monitoring and tracking budget outcomes including revenue and expenditure projections.
4. Design and implement a systematic method for compiling, collecting, organizing, analyzing and disseminating required documentation and information needed for programmatic, administrative, clinical and financial reporting, invoicing, grant solicitations, and audits/site visits. Evaluate the effectiveness and efficiency of the RW programs.
5. Query data from the Electronic Health Records system and CareWare system to import into excel, verify the accuracy and produce report and articulate and explain results, issues, and exceptions.
6. Contributes to and participates in the development of the annual operating CHC budget. Assists with monitoring and tracking budget outcomes including revenue and expense projections on a monthly, quarterly, and annual basis.
7. Develop and manage Ryan White complex budgets within various cost categories. Develop and manage grant and department budgets. Attend grant meetings, submit initial grant budget and/or amended grand budgets. Conducts periodically scheduled grant accounting for various divisions. Prepares expense spreadsheets, comparing grant expense to the annual budget, and prepares grant-related financial reports.
8. Attend Ryan White grant meetings and, based on programmatic changes, submit initial grant submission budget and/or amend budgets. Provide programmatic and technical support to the RW Program Manger to determine service outcome measures. Develops a working relationship with the RW Program Manager and provides month end accounting reports to the Manager for each grant and program and review with the Manager.
9. Process Ryan White grant allocation and expense reports using excel spreadsheets. These reports serve as a reference to determine how grant recipients allocate and subsequently expend funds in each budget period. Also participates in Ryan White grant reporting, including monthly, quarterly, and annual reports for funders as requested.
10. Participate in the Ryan White site visit audits every year to answer questions from reviewers related to the budget and use of program funds.
11. Report to Finance Coordinator the monthly Ryan White 340B revenue and other patient revenue and associated non-grant related expenses. Assist 340B Coordinator with the 340B reconciliation of each RW-related pharmacy revenue.
12. Reviews Ryan White staff time cards and compare to Ryan White budgets and calculate adjustments.
13. Review Ryan White related contracts and ensure invoices are processed accordingly, track contract expenditures and ensure renewals are processed.
14. Monitor individual Ryan White program expenses and ensure processing to the correct accounts. Monitor Ryan White program compliance for awarded grants and report findings to appropriate staff.
15. Coordinates the preparation and presentation of identified Ryan White grant opportunities in accordance with timelines and funding requirements. Gathers necessary information from staff for grant writing and reporting purposes. Includes collaborating with accounting staff and grants coordinator for budget developments.

Other Functions:

• Performs other duties as assigned.
• Must adhere to departmental standards in regard to HIPPA and other privacy issues.
• During a public health emergency, the employee may be required to perform duties similar to but not limited to those in his/her job description.  

(The above statements are intended to describe the general nature and level of work being performed by the people assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.)

Employment Qualifications

Education: A Bachelor’s Degree in business, information science, engineering, or data management field with Electronic health records experience preferred.

Experience:  Prefer 1 year of experience with project and grant pre-award and post-award accounting.  

Other Requirements: A strong working knowledge of spreadsheets, pivot tables, or database applications.   

Demonstrates effective communication skills by engaging, interacting and working with all individuals to ensure clarity and understanding in all interactions.

(The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria.)

Requirements and Working Conditions

Physical Requirements: 

• Ability to sit, stand, walk, bend and stretch in order to retrieve supplies and operate standard office equipment. 

(This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the requirements listed above. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.)

Working Conditions:

• Works in an standard office setting.

ICEA Pro 8

February 2024