AFS-USA works towards a more just and peaceful world by providing international and intercultural learning experiences to individuals, families, schools, and communities through a global volunteer partnership. AFS-USA is proud of its staff who work from our national office in New York, NY as well as from home-based offices across the country, and its network of more than 4,500 volunteers in communities throughout the United States. Our staff and volunteers work in partnership to deliver quality intercultural exchange programs to adolescents and adults interested in coming to the U.S., as well as those U.S. citizens interested in experiencing life abroad.
The Senior Grants Accountant is a key member of the Finance team and reports to the Accounting & Grant Manager. The primary responsibilities include all aspects of grant accounting, RFP development, internal reporting (including monthly variance reporting), quarterly funder reports and invoicing, compliance monitoring (program and financial), external reporting (annual audit), and budget development
The Senior Grants Accountant primary duties include, but are not limited to:
1. Grant Accounting
a. Responsible for timely and accurate grant reporting.
b. Prepares, reconciles and submits quarterly financial reports and draw downs.
c. Prepare cost analysis for development of RFPs and ensure all transactions/activities can be tracked in the financial system consistently
d. Monitor grant expenses to ensure they are within approved budgets, posted to appropriate accounts and incurred within regulatory guidelines. Prepare timely corrected entries to transfer expenditures between funds, cost allocations and other schedules.
e. Conduct monthly/quarterly review with sponsored program staff and document variances and corrective action plans
f. Train staff/volunteers on proper coding of expenditures and ensure expenditures are coding consistently.
g. Monitor the time and effort reporting and compare it to what is being charged in the timekeeping system and make any correcting entries. Ensure sponsored programs charge their actual worked hours to the grants that they actually work.
h. Review and reconcile account receivables to ensure timely payments.
i. Assist with participant finance related tasks.
j. Reconcile and close grants on a timely basis; maintain complete and accurate grant files.
k. Track and support sponsored program payroll, include working with HR and sponsored program to maintain payroll distribution codes within the payroll systems. Prepare payroll allocation entries.
a. Maintain compliance with the grant awards, following OMB Uniform Guidance.
b. Implement and communicate information to program staff to maintain program compliance.
c. Lead or assist with the coordination of the A-133 audit, by preparing schedules and analyses of grant accounting transactions and processes.
d. Establish audit schedule and coordinate funder audit. Prepare plan for corrective action, as needed.
3. Other Tasks
b. Perform various ad-hoc analyses and prepare recommendations for management to implement procedures to improve AFS’s operations
c. Other duties as assigned.
· Bachelor’s degree in accounting/finance and a minimum of three years’ work experience in grants management.
· Experience with federal grant administration and accounting.
· Thorough understanding of OMB Uniform Guidance.
· Excellent computer skills, including advanced Excel skills; experience with Great Plains a plus.
· Ability to work independently and meet deadlines.
· Ability to use applicable budget / grant software a plus.
· Detail oriented, excellent communication (oral and written) and analytical skills; highly accurate.
The Senior Accountant typically works Monday – Friday. During certain seasons or as determined by organizational needs, evening and weekend work may be required. Due to the nature of the position, some work may be done off-site with the permission of the Chief Financial Officer. Some travel may be necessary.
It is the policy AFS-USA to provide equal employment opportunities without regard to actual or perceived race, color, religion, creed, ethnicity, national origin, alienage, citizenship status, age, marital status, partnership status, disability, sexual orientation, gender (sex), military status, unemployment status, prior record of arrest or conviction (except as permitted by law) predisposing genetic characteristics, or status as a victim of domestic violence, sexual offenses and stalking, and to maintain an environment free of harassment on any of the above-noted grounds, including sexual harassment or retaliation.
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