Fiscal Grants & Contracts Coordinator

  • Position Summary
    The Fiscal Grants & Contracts Operations Coordinator is the primary liaison for an assigned programmatic division regarding all matters relating to invoicing and revenue. He/she is responsible for processing accounts receivables and recording revenue for that assigned programmatic division. This includes invoicing; understanding and ensuring contractual compliance related to invoicing; supporting budget preparations as needed; reconciling Advance Pay on a regular basis; and preparing reports for monthly fiscal program meetings including performance-based reports. In addition, this position is responsible for communicating and coordinating with Funders regarding invoicing questions and concerns. As a member of the Fiscal department, he/she will also be responsible for following appropriate internal controls and fiscal compliance in all tasks.
    Essential Functions
    1. Responsible for full cycle invoicing of contract files in fiscal for assigned divisions.
    a. Ensuing contract files are up to date and complete ongoing and in real time throughout the year.
    b. Responsible for adhering to deadlines and contractual requirements to ensure fiscal compliance.
    c. Review applicable regulations related to contract and be able to communicate them to program staff.
    d. Regularly review revenues and expenses for each contract, address any issues, and communicate with appropriate programmatic and admin staff to ensure accuracy in future.
    e. Review and monitor contract spending levels regularly, communicating with supervisor and divisional leadership ongoing.
    f. Review transactions, record adjustments, process, submit and post invoices for assigned divisional contracts according to Funder deadlines
    g. Close out contracts upon completion; communicating with the Budget Analyst.
    2. Prepare, review, and present fiscal materials for regular divisional fiscal meetings, including performance-based reports and Advanced Pay reconciliation.
    3. Establish and maintain relationships with funders and external contacts as appropriate.
    4. Support salary allocation process for agency.
    5. Record journal entries and sales entries in a timely manner.
    6. Prepare CRECA or serve as back up.
    7. Serve as back-up for posting cash receipts for Congreso and subsidiaries.

    Non-Essential Functions
    1. Attend relevant workshops or join professional groups as necessary to maintain professional knowledge and licensure.
    2. Adheres to the Congreso’s security guidelines and ensures the appropriate handling of sensitive information.
    3. Facilitates and attends relevant staff meetings to promote communication and execution of goals.
    4. Completes special projects specific to the function of the department or as needed for the department as directed by Supervisor.
    5. Other duties as assigned within the scope of position expectations.

    Experience, Education, and Licensure
    Minimum Experience: Three years experience in accounts receivable duties and/or accounting or related functions required. Experience in nonprofit accounting preferred.

    Minimum Education: High School Diploma or GED Required. Associates in Accounting or Bachelor degree preferred.

    Finance Staff Competencies
    • Ability to work in a team structure – demonstrating ability to collaborate and contribute to the team’s work.
    • Understanding of and implement accrual-based accounting practices.
    • Knowledge of and ability to perform accounts receivable and accounts payable procedures.
    • Knowledge of Congreso’s automated financial management system and ability to identify and correct errors and to ensure accurate application of transactions.
    • Knowledge of techniques in maintaining, balancing, and classing account in an accounting system to assist in year-end closing.
    • Ability to analyze existing accounting systems and make appropriate adaptations to money handling procedures.
    • Ability to review and monitor expenditures against budget and make appropriate judgments regarding payments and purchases.
    • Ability to create financial documents using Congreso approved financial software including budgets, cash flow analysis, variance reports, balance sheets, trial balances, income statements, etc.