Grants Analyst I / Fiscal Compliance

CSU Careers•Bakersfield, CA

1d•Onsite

About The Position

Under the general supervision of the Associate Vice President (AVP) for Grants, Research, and Sponsored programs, and with daily lead direction from the Senior Grants Analyst/Fiscal Compliance, the Grants Analyst I/Fiscal Compliance administers the fiscal and administrative requirements of multiple grants and contracts awarded by federal, state, and other sponsoring agencies in support of sponsored research, training, and public service programs. The incumbent applies professional knowledge of grants and contracts administration, accounting, budgeting, sponsor regulations, university policies, and award-specific terms and conditions to review transactions, monitor budgets and cost-share commitments, coordinate financial reporting and closeout activities, and resolve routine and non-routine compliance issues. The incumbent works independently on most day-to-day assignments, analyzes regulations, sponsor guidelines, award terms, and standard operating procedures to determine appropriate action, provides explanation and interpretation to principal investigators (PIs), project directors, grant coordinators, and administrative staff, and recommends improvements to processes and procedures. The incumbent also consults with senior grants and contracts professionals regarding unusual or complex situations and remains accountable for the accuracy, timeliness, and compliance of assigned work.

Requirements

Equivalent to a bachelor's degree in a related field and two (2) years of relevant experience.
Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown may be substituted for the required education on a year-for-year basis.
An advanced degree in a related field may be substituted for the required experience on a year-year basis.
Regular and reliable attendance is required.
Working skills and knowledge of pre-award grant proposal development, budgeting, and post award administration processes.
Working knowledge and understanding in the appropriate use of grants and contracts administration standards, principles, and concepts.
Knowledge and understanding of accounting and budgeting principles.
Working knowledge of funding agency regulations and compliance requirements.
Proficiency with query tools, integrated financial systems and/or other types of records management systems.
Ability to prepare complex reports.
Ability to communicate effectively with others inside and outside the unit, including conveying complex and technical and professional information.
Working knowledge of operational and fiscal analysis and techniques.
Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
Ability to investigate and analyze problems with broad administrative impact and implications.
Ability to anticipate problems and address them proactively.
Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
Ability to train others on new skills and procedures.
Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
Thorough knowledge of English grammar, spelling, and punctuation.
Ability to interpret, communicate and apply policies and procedures.
Ability to maintain a high degree of confidentiality.
Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
Working knowledge of or ability to quickly learn University infrastructure.
Must be willing to travel and attend training programs off-site for occasional professional development.
Must be able to work occasional holidays and adjust working hours to meet special jobs.
May be called back periodically to perform work as needed on an emergency basis.

Nice To Haves

Previous fiscal compliance experience with a higher education institution.
Professional certification or master’s degree in business administration, accounting, public policy, or business-related field.
Experience with PeopleSoft.
Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.

Responsibilities

Review award and contract documents to develop a working knowledge of approved budgets, terms and conditions, reporting requirements, cost-share commitments, and applicable sponsor and university policies.
Review and analyze post-award transactions for allowability, allocability, reasonableness, consistency, availability of funds, appropriate account coding, and compliance with the project scope, award terms, sponsor requirements, and university policies. Transactions may include vendor and subrecipient invoices, purchase orders and requisitions, reimbursements, hospitality claims, travel advances and claims, stipend requests, honoraria, independent contractor payments, and personnel-related transactions.
Identify discrepancies, compliance concerns, and unusual or non-routine transactions and communicate required corrections or supporting documentation. Consult with the Senior Grants Analyst or other more senior grants and contracts professionals regarding unusual or complex issues.
Schedule and conduct quarterly budget and compliance review meetings with PIs and project staff. Explain award requirements, communicate findings, and identify actions needed to maintain financial and administrative compliance.
Prepare monthly budget-to-actual reports for assigned awards. Review spending trends and anomalies to determine whether variances may result from recording errors, unanticipated project activity, or other operational issues. Advise PIs, project directors, grant coordinators, or other appropriate staff regarding spending trends, budget concerns, corrective actions, and appropriate use of grant funds.
Prepare fund transfers and journal entries in accordance with award requirements and university procedures.
Monitor the application and recovery of indirect costs and maintain supporting documentation.
Monitor project timelines, deliverables, reporting requirements, cost-share commitments, invoices, and drawdowns for multiple awards. Coordinate with PIs, grant coordinators, and other stakeholders to ensure timely and accurate financial activity and reporting.
Maintain complete and accurate financial and compliance records for assigned awards.
Recommend improvements to post-award monitoring practices, reporting processes, and operating procedures based on identified compliance issues, recurring errors, and changes in sponsor or university requirements.
Review award and contract documents and establish the appropriate fund and project structure in the Auxiliary and applicable sponsored programs systems.
Analyze award terms, approved budgets, reporting requirements, cost-sharing provisions, restrictions, and compliance obligations to identify administrative actions required during the award period.
Complete regular updates of Time & Effort log for monthly distribution and completion of required certifications in accordance with established policies and procedures.
Establish and maintain accurate award records, including the Grants List, award documentation, reporting deadlines, cost-sharing information, and related data in the Sponsored Programs Module and other applicable systems.
Schedule and conduct orientation meetings with PIs, PDs, grant coordinators, and other project staff to explain major award provisions, including approved budgets, expenditure restrictions, cost sharing, the period of performance, reporting deadlines, prior approval requirements, and applicable compliance obligations.
Provide guidance regarding compliance requirements, including subrecipient monitoring, human and animal subjects, conflict of interest, effort reporting, cost sharing, and other requirements applicable to the award. Coordinate with appropriate compliance or administrative offices when additional review or approval is required.
Assist PIs and project staff in developing or revising spending plans and budgets when changes are needed. Explain available spending mechanisms and administrative procedures, including the hiring and payment of personnel, procurement, travel, participant costs, and other project expenditures.
Identify implementation issues during award setup and recommend procedural or process changes to improve the accuracy, timeliness, and compliance of new award administration.
Review budget projections expenditures, commitments, cost-share records, and reporting requirements at least 90 days before the grant/contract is expected to end and request required closeout documentation from PI, including a copy of internal expenditure list for comparison with the CFS.
Meet with the PI and project staff to review closeout requirements, final deadlines, remaining balances, outstanding commitments, and the spending plan needed to complete the award within the approved budget and period of performance.
Track final invoices and expenditures and work with PI/Coordinator to ensure any open orders like phones, postage, purchase orders and work orders are closed out.
Complete the applicable closeout checklist and coordinate final closeout activities with Grants Accounting and the PI or grant coordinator.
Serve as a liaison between Grants Accounting and the PI or grant coordinator to identify, explain, and resolve invoicing, expenditure, cost-sharing, and financial reporting issues.
Participate in staff meetings, internal and external training, and professional development activities related to grants and contracts administration, fiscal compliance, accounting, sponsor regulations, and research administration.
Provide training, technical guidance, and explanation of post-award procedures