Grants Specialist

Boston Public Health Commission•Boston, MA

About The Position

The Grants Specialist reports to the Director of Post Award Grant Accounting and assists with oversight of the financial management and compliance of sponsored grants and contracts awarded to the Boston Public Health Commission (BPHC). The position provides financial and grant management oversight and leadership to program staff, ensuring compliance with sponsor and funder terms and conditions through deadline tracking, audit compliance management, and implementation of institutional policies and procedures. The specialist manages an assigned portfolio of grants and contracts, reviews award setup and grant-related transactions, monitors expenses and project records, and prepares financial analyses and reports. The role also supports audits, award closeouts, invoicing, agreements, grant budgeting and accounting, receivables reconciliation, journal entries, cost transfers, and ongoing financial coordination with Program Directors and Bureau Administrators.

Requirements

Bachelor's degree in accounting, business, or another related field and three years of experience with federal grant management, or an equivalent combination of education and experience.
Comprehensive knowledge of the Federal Uniform Grant Guidance, OMB 2 CFR 200.
Extensive understanding of related federal and state rules, regulations, policies, and procedures, and ability to interpret requirements of other sponsoring agencies, including federal subaward monitoring policies.
Ability to solve problems, think logically, take initiative, and pay attention to detail.
Ability to organize complex and diverse information and work in a fast-paced, deadline-driven environment.
Excellent quantitative skills, including the ability to analyze data.

Nice To Haves

At least two years of experience managing accounting or fiscal activities for a governmental grant program, and/or a master's degree in a related field with post-award or departmental research administration experience.
Experience with Microsoft Great Plains 2018 or ReQlogic requisitioning software.

Responsibilities

Maintain financial management and oversee compliance for an assigned portfolio of grants and contracts in accordance with government regulations, funder requirements, and BPHC policies.
Review new or revised grant and contract setup requirements in the accounting system for accuracy and compliance, and work with programs and departments to meet award requirements.
Assist with management of the annual Uniform Guidance Audit and other sponsor audits as needed.
Review grant-related financial transactions before they are entered into the accounting system.
Ensure project expenditures comply with award terms and BPHC policy, and review the general ledger for unallowable costs.
Prepare accurate and timely financial analyses of grant transactions for cost-reimbursable, fee-for-service, and advance grants; maintain project records for review and audit.
For advance grants, prepare and submit financial reports, manage payment applications, and return unspent funds when applicable.
Ensure projects comply with Commission payroll, reimbursement, accounting, and personnel policies and practices; ensure cost-share budgets and expense reports comply with BPHC policy and are available for audit.
Advise and assist Program Directors and Bureau Administrators with award closeout requirements under sponsor and BPHC policies.
Provide backup coverage for other grants specialists during vacations or high-volume periods.
Review and approve incoming vendor invoices for the Finance Department, ensuring they align with the awarded scope of work and budget.
Review and approve grant-funded outgoing agreements for the Finance Department, ensuring compliance with grant terms and applicable state and federal guidelines.
Hold biweekly meetings with programs.
Perform other job-related duties as assigned.
Assist Program Directors and Bureau Administrators with financial management of new and continuing grants and contracts, including budget amendments, budget-to-actual analysis, no-cost extensions, closeouts, reporting, and interpretation of sponsor and funder regulations.
Routinely review project expenditures, including fringe benefits and facilities and administration costs; process invoices to grantors and funders promptly and monitor collection of grant receivables.
Reconcile grant accounts receivable billings with cash receipts and financial reports, resolving discrepancies with the Accounting team.
Prepare grant-related journal entries, including salary and wage entries, indirect expense allocations, and reclassifications.
Ensure cost transfers arising from unusual circumstances or unanticipated project expenses are appropriately documented and transferred to the correct funding source before award closeout.
Meet regularly with Program Directors and Bureau Administrators to discuss grant and contract progress, review financial transactions and reconciliations, and provide direction as needed.
Monitor encumbrance balances monthly, ensure they reflect current award purchase obligations, and ensure obsolete purchase orders are voided or closed promptly.
Assist with grant and contract financial reports or invoices that require confirmation of deliverable completion or supplemental information before submission.