Grants Program Fiscal Manager, City of Raleigh (update – continuous)

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Closing: December 28, 2016
Salary Range: $49,481-$90,533 Annually


The City of Raleigh is looking for a highly competent, responsible, technical, and motivated CPA to oversee the City’s grants fiscal management and compliance. This individual should be able to work at an advanced level to independently analyze, monitor and track grant compliance through the life of projects, adhering to standards set by federal, state, and local regulatory agencies, as well as City policy and procedures. This individual will work closely with the City’s Grants Administration, Department Grant Managers, and other staff. As a CPA, they will be expected to understand accounting principles and be able to assist in financial statement preparation for year-end CAFR and Single Audit schedules. The Grants Program Fiscal Manager will coordinate directly with external auditors and assist with year-end compliance testing and review. The accounting standards and associated reporting is complex, so this position requires a significant degree of accounting knowledge, especially in regards to accounting for grants and governmental funds, understanding new legislation and standards, and having the ability to propose and implement changes needed for City-wide grant reporting.  Work requires considerable independent professional judgment and initiative in resolving problems and creating efficiencies.

Essential Duties & Responsibilities

  • Reviews all executed grant agreements for “accounting and other fiscal requirements.” Identifies specific reporting needed to track or monitor grants in special funds, advanced funding, or other items of special attention that require handling in the general ledger.
  • Maintains files for each grant to ensure all necessary compliance information is available and ready for any external auditor or agency upon request. The files should contain the grant agreement, memos or other supporting grant related documents, and a worksheet tracking draw requests and payments.
  • Regularly reconciles grant tracker to the general ledger and posts adjusting entries as needed to recognize or relieve grant receivables. Records year-end accruals for any outstanding or unbilled amounts. Monitors receivables and contacts agencies if payments have not been received in a timely fashion.
  • Actively manages City grants and audits departmental data on a monthly basis, including grant expenditure reports, to verify compliance within grant terms. Answers questions from Department Grant Managers and assist with corrections to grant expenditure activity, grant drawdown issues, etc. These tasks will require an in depth knowledge of the general ledger structure and specific modules that feed the general ledger.
  • Occasionally coordinates grant drawdowns and reimbursements directly with external agencies.
  • Reconciles all departmental grant expenses to grant revenue and ensures all final figures match to that reported and filed by each agency (confirmations).
  • Ensures accurate and timely monthly, quarterly and year end reporting in conformance with applicable laws and Generally Accepted Accounting Principles. Maintains a draft SEFA schedule throughout the year updating it for new grant activity or changes in regulation. Creates final SEFA Schedule and Notes to the SEFA for the City’s Financial Statements (CAFR), and verifies that activity has been appropriately captured in categories within the SEFA, including CFDA# identification where applicable.
  • Reconciles SEFA to general ledger and investigates any variances, posting entries as necessary to maintain 100% compliance and ultimately paying attention to internal controls and grant reporting requirements.
  • Assists with fund preparation of Financial Statements as assigned.
  • Serves as the focal point to external auditors, helping to coordinate with departments or other staff as needed during the Single Audit review. Coordinates response to any areas of risk for audit findings.
  • Works with Budget Office and Finance staff to integrate City grants into both departmental and City-wide policies, plans, practices and procedures. Continuously reflects on changes in regulatory guidance, and works with departments to collaborate and then implement and monitor changes as needs are identified.
  • Serves on the City’s Executive Grants Approval Team to review and approve grant applications. Ensure process of grant review is followed City-wide.
  • Seeks opportunities to streamline efforts and create efficiencies across departments.
  • Develops queries, reports and other tracking tools to improve quality of grant management and shares with grant project and award managers. Helps develop and implement targeted grants administration training, publications, and tools as deemed necessary.
  • Obtains & maintains a thorough understanding of the accounting system including system & manual controls and the Enterprise Wide Financial system including all interactions with the general ledger.
  • Serves as functional project lead for implementation of new information systems to improve City-wide grants management when opportunities arise.
  • Identifies grant opportunities for the City and grant writing assistance.
  • Performs varied operational and administrative duties, on a day-to-day basis as required.
  • May serve on ad hoc committees as requested by management, or oversee special projects as required.
  • Builds professional network internally and externally with agencies and organizations that award grants or provide professional development opportunities.

Typical Qualifications

  • Bachelor’s (4-year) college degree or equivalent with major coursework in accounting, business administration, or related field.
  • At least 5 years of progressive experience is required, including experience in general ledger and fund accounting, and 3 years of direct grants fiscal management experience.
  • Prior working experience highly desired in:
    • An Enterprise Wide Financial System in a governmental environment (PeopleSoft preferred).
    • Annual closeout and reporting processes and financial statement preparation.
    • Knowledge of SEFA annual reporting in accordance with Single Audit Act and Uniform Guidance.
    • Knowledge of Audit Compliance.
  • To perform this job successfully, an individual should have a working knowledge of an Enterprise Wide System; Accounting software; Spreadsheet software and Word Processing software.
  • Certified Public Accountant required.

Other Qualifications

  • Knowledge of:
    • Pertinent federal, state and local laws, codes and regulation, particular those applicable to governmental accounting, grant compliance, and audit requirements.
    • Accounting theory, principles and practices and their application to a wide variety of accounting transactions and financial statement preparation.
    • Principles and practices of complex financial record keeping and reporting.
    • Principles and practices of municipal budget preparation, administration, revenue forecasting and analysis, finance and fiscal planning, grant administration and monitoring.
    • Information systems and grant modules.
  • Skill in:
    • Project management and innovation skills, multitasking.
    • Compiling and preparing complex analytical financial and administration data for reports.
    • Analyzing and forecasting, grant management, and financial policies.
    • Advanced excel functions.
  • Ability to:
    • Assist with the implementation of a comprehensive accounting and financial reporting program.
    • Interpret and apply pertinent, federal, state and local laws, codes and regulations, especially as they apply to grants and Single Audit requirements.
    • Communicate clearly and concisely, both orally and written. Keep accurate records and prepare and submit factual data in written reports or statements.
    • Carry out job responsibilities in a self-directed and autonomous manner within the department’s policies and procedures and administrative priorities.
    • Identify efficiencies in accounting systems, or be able to research better resources.
    • Establish and maintain cooperative relationships with those contacted in course of work, including City employees, outside agencies, vendors, the public, external auditors, etc.
    • Assess training needs and plan, develop, coordinate, conduct, monitor and evaluate training programs and activities for Department Grant Managers that this position assists.