Non-Federal Share/CACFP Specialist

Grow Early Learning Corp•Raleigh, NC

3d•Onsite

About The Position

Grow Early Learning is seeking an experienced Non-Federal Share/ Child and Adult Care Food Program (CACFP) Specialist to join their team in Raleigh, NC. This role is responsible for the day-to-day coordination of non-federal share (in-kind match) and provides preparation support for CACFP claims. The primary function is tracking, documenting, reviewing, reconciling, and reporting non-federal share contributions across all operational states and sites. This role also assembles and reviews CACFP claim documentation for submission by Finance leadership, and provides guidance, follow-up, training, and technical assistance to staff on allowable match, in-kind documentation, valuation, and recordkeeping. The position prepares and recommends, but does not approve, certify, or submit federal or state claims or reports.

Requirements

Associate degree in Accounting, Business, Finance, Human Services, Nonprofit Administration, Nutrition Services Administration, or related field, and three (3) years of relevant experience in fiscal support, grant documentation, nonprofit program administration, CACFP support, data tracking, compliance support, or administrative coordination.
Equivalent combinations of education, training, and experience may be accepted.
Ability to communicate, receive, and transfer written, oral, and electronic information effectively.
Working knowledge of nonprofit fiscal documentation, federal grant requirements, allowable costs and allowability determination, in-kind contributions, volunteer services, donated goods and services, valuation methods, CACFP claim support, reimbursement processes, documentation review, and record retention practices.
Ability to track data, review supporting documentation, identify missing or incomplete information, recognize and escalate items that may not be allowable, provide technical assistance, and prepare clear written reports.
Strong organization, attention to detail, computer, spreadsheet, communication, training, follow-through, and problem-solving skills.
Advanced Excel skills required.
Ability to work independently within established review and approval boundaries, manage multiple deadlines, maintain accurate records, and support culturally diverse staff across multiple states.
Ability to maintain confidentiality and handle fiscal, child, family, and program records with accuracy and discretion.
Ability to operate telephone, computer, spreadsheet software, database and document management systems, and standard office equipment.
Valid driver’s license, reliable transportation, insurable driving record, and insurance on own vehicle may be required if travel is assigned.

Nice To Haves

Bachelor’s degree in Accounting, Finance, Business Administration, Nonprofit Management, Public Administration, Nutrition Services Administration, or related field, and three (3) years of experience in fiscal operations, grants administration, nonprofit administration, CACFP claim support, or Head Start/Early Head Start program support.
Direct experience with non-federal share, in-kind contributions, federal grant documentation standards, CACFP claims, or Head Start fiscal requirements preferred.
Bilingual Spanish/English preferred.
Familiarity with 2 CFR Part 200 (Uniform Guidance) cost principles and the Head Start non-federal share requirement at 45 CFR 1303 Subpart A preferred.
Experience with ChildPlus, Sage Intacct, or comparable grant and database systems preferred.

Responsibilities

Coordinate day-to-day tracking, documentation, monitoring, and reporting of non-federal share contributions across all Grow Early Learning programs, states, and sites.
Maintain non-federal share records, logs, forms, and supporting documentation in the designated system of record so contributions are traceable, complete, and available for review.
Review submitted documentation for completeness, accuracy, proper valuation, signatures, dates, and required supporting information, and prepare a recommendation on allowability for review and approval by Finance leadership.
Escalate contributions that appear unallowable, improperly valued, insufficiently documented, or otherwise questionable to the supervisor for determination; do not independently approve or certify match.
Assist with reconciling non-federal share records to internal reports, general ledger activity, grant budgets, and other fiscal tracking tools as assigned.
Monitor progress toward the non-federal share requirement and communicate trends, gaps, shortfall risk, and needed follow-up to the supervisor and appropriate Finance leadership on a defined schedule.
Follow up with staff to obtain missing, incomplete, corrected, or additional documentation needed to support submitted non-federal share.
Prepare reports, summaries, schedules, and documentation packets supporting non-federal share for internal review, grant reporting, monitoring, and audit requests.
Assemble, review, and prepare monthly CACFP claim documentation so claims are accurate, complete, supported, and ready for timely certification and submission by the authorized Finance approver.
Coordinate with center, education, nutrition, finance, and regional staff to collect meal count, attendance, enrollment, eligibility categorization, and other records needed to support accurate CACFP claim filing.
Review CACFP claim documentation for completeness, internal consistency, and agreement with underlying attendance and meal count records, and follow up on corrections needed prior to submission.
Maintain the CACFP claim calendar and track claim status, corrections, resubmissions, and state agency correspondence; notify Finance leadership promptly of any deadline at risk.
Prepare, but do not certify or submit, CACFP claims. Certification and submission are performed by the Chief Financial Officer or designated Finance approver.
Provide guidance and technical assistance to regional, center-level, and program staff regarding non-federal share procedures, forms, valuation standards, documentation expectations, and submission timelines.
Develop and deliver recurring training for staff on allowable non-federal share, in-kind contributions, volunteer services, donated goods or services, documentation standards, and common compliance concerns, including refresher training aligned to seasonal staffing cycles.
Maintain job aids, checklists, forms, and training materials that support consistent non-federal share and CACFP documentation practices across sites.
Serve as a first point of contact for staff questions on match documentation and CACFP recordkeeping, and escalate policy or allowability questions to the supervisor.
Maintain non-federal share and CACFP records electronically in the organization’s designated systems of record in accordance with organizational procedures, grant requirements, and the record retention period required by 2 CFR 200.334.
Assist with developing, updating, and implementing non-federal share tools, forms, procedures, timelines, checklists, and training materials in coordination with Finance leadership.
Coordinate with the Child and Family Database Specialist and Technology Solutions on ChildPlus In-Kind module configuration, data fields, reporting needs, and system changes affecting non-federal share tracking; submit system change and access requests through established Technology Solutions procedures.
Coordinate with Finance, Operations, Program, and regional staff to strengthen consistency in how non-federal share is identified, documented, valued, submitted, and retained.
Support monitoring reviews, audits, and federal or state compliance activities by providing accurate and timely records, documentation, and follow-up as requested through Finance leadership.
Participate in meetings, trainings, and fiscal planning discussions related to non-federal share and CACFP as assigned.
Attend required training according to the professional development track and maintain current knowledge of applicable grant, match, and CACFP requirements.
Perform other duties as assigned.