Grants Accountant I/II

Job Description:

Grants Accountant I

Under general supervision, primarily responsible for administering assigned awards. Primary functions of award administration include award set up, management, and closeout for contracts and grants in assigned portfolio. This position is an apprentice level position.

Produces customized reports and queries to verify all charges are appropriate. Regularly updates revenue status for each project. Reconciles the three ledger groups. Consults with the department regarding improper findings, such as negative balances, over-expenditures, etc. Maintains a project file with all associated backup documentation. Provides financial information to other departments to ensure proper joint award management. Communicates with PIs, Departmental representatives, sponsor representatives, and others in a courteous and professional manner to resolve problems, communicate changes, and seek or provide guidance. Monitors awards for compliance with University, state, and federal rules and regulations, and any sponsor-imposed restrictions.

Performs awards set up and modification of existing awards. Interprets and reviews award documents from federal, state, for profit, and non-profit sponsors.

Interpretation includes:

(1) Determining the proper award payment type (fixed fee, cost reimbursable, etc.)

(2) Ascertaining the type of award (contract, grant, cooperative agreement, etc.)

(3) establishing an appropriate billing and review schedule to ensure proper award administration

Review includes:

(1) verifying the accuracy of the NOA and award profile

(2) communicating any inconsistencies or inaccuracies with appropriate DSP and/or departmental staff, and ensuring corrections are made

(3) Capturing important restrictions or requirements for budget reallocation, closeout procedure, deliverable schedule, final reports (technical, financial, and/or property)

Generates the award.

Releases the budget; provides the department with spending authority.

Ensures compliance with all applicable state and federal government regulations, circulars, and sponsor-specific instructions through the use of a series of comprehensive software packages (database, University financial system)

Communicates with DSP, sponsor, or department to request clarification, additional information, or alterations.

Prepares and submits invoices and reports. Selects the proper invoice and/or financial report forms.

Verifies the accuracy and completeness of all information on the invoice. Gathers necessary back-up documentation, reports, or certifications to support invoices and/or financial reports as required by sponsor.

Performs all activities related to closeout. Prepares and sends pre-close memo, final expenditure, and cost sharing letters as needed. Performs A/R Audit.

Verifies that all proper payments were applied to the project. Closes budget. Refunds sponsor if necessary based on award terms and conditions. Transfers residual funds into the appropriate residual project as necessary. Verifies that there are no inappropriate or unallowable expenditures.

Informs the department of open encumbrances and confirms that all encumbrances have been cleared. Alters the status of a myriad of functional applications within the financial system. Generates final Departmental Ledger. Sends final invoice after verifying final expenditure figure with department and PI. Funds subprojects as necessary through the use of direct journaling.

Reviews and approves multiple types of budget and expenditure transfers (budget transfers, E2Es, cash expense refunds, F&A adjustments, etc.). Process budget transfers in the University's financial system

Participates in trainings and meetings. Participates in ongoing, continuous quality improvement. Reviews journal articles associated with improving efficiencies and providing quality customer service. Enhances area-specific knowledge by attending training sessions, seminars, and meetings. Tests new processes for widespread implementation in multiple facets of the job (cost sharing and award set-up). Actively participates in on-going listserv communications. Reviews OMB circulars and other federal regulations.

Communicates relevant information to the departments and provides instruction and guidance concerning proper procedures as necessary.

Performs all activities related to collections. Reviews Aging Report for overdue accounts.

Reconciles A/R and Billing status in order to determine amount past due. Informs the department of the status of the overdue account, if necessary. Performs collections activities for past due debts. Communicates the debt obligation to the appropriate fiscal representative through telephone calls, emails, and other forms of correspondence. Records communications. Follows up on remaining past due obligations. Appropriately escalates any delinquent payments that are the result of delinquent reports or deliverables.

Grants Accountant II

Independently responsible for award administration including award set up, management, and closeout for contracts and grants in assigned portfolio. Responsible for independently making day to day decisions regarding the assigned sponsored project portfolio.

Produces customized reports and queries to verify all charges are appropriate. Regularly updates revenue status for each project. Reconciles the three ledger groups. Consults with the department regarding improper findings, such as negative balances, over-expenditures, etc. Maintains a project file with all associated backup documentation. Provides financial information to other departments to ensure proper joint award management. Communicates with PIs, Departmental representatives, sponsor representatives, and others in a courteous and professional manner to resolve problems, communicate changes, and seek or provide guidance. Monitors awards for compliance with university, state, and federal rules and regulations, and any sponsor-imposed restrictions.

Performs awards set up and modification of existing awards. Interprets and reviews award documents from federal, state, for profit, and non-profit sponsors.

Interpretation includes:

(1) Determining the proper award payment type (fixed fee, cost reimbursable, etc.)

(2) Ascertaining the type of award (contract, grant, cooperative agreement, etc.)

(3) establishing an appropriate billing and review schedule to ensure proper award administration

Review includes:

(1) verifying the accuracy of the NOA and award profile

(2) communicating any inconsistencies or inaccuracies with appropriate DSP and/or departmental staff, and ensuring corrections are made

(3) Capturing important restrictions or requirements for budget reallocation, closeout procedure, deliverable schedule, final reports (technical, financial, and/or property)

Generates the award.

Releases the budget; provides the department with spending authority.

Ensures compliance with all applicable state and federal government regulations, circulars and sponsor-specific instructions through the use of a series of comprehensive software packages (database, University financial system)

Communicates with DSP, sponsor, or department to request clarification, additional information, or alterations.

Prepares and submits invoices and reports. Selects the proper invoice and/or financial report forms.

Verifies the accuracy and completeness of all information on the invoice. Gathers necessary back-up documentation, reports, or certifications to support invoices and/or financial reports as required by sponsor.

Performs all activities related to closeout. Prepares and sends pre-close memo, final expenditure, and cost sharing letters as needed. Performs A/R Audit.

Verify that all proper payments were applied to the project. Closes budget. Refunds sponsor, if necessary, based on award terms and conditions. Transfers residual funds into the appropriate residual project as necessary. Verify that there are no inappropriate or unallowable expenditures.

Informs the department of open encumbrances and confirms that all encumbrances have been cleared. Alters the status of a myriad of functional applications within the financial system. Generates final Departmental Ledger. Sends final invoice after verifying final expenditure figure with department and PI. Funds subprojects as necessary by direct journaling.

Reviews and approves multiple types of budget and expenditure transfers (budget transfers, E2Es, cash expense refunds, F&A adjustments, etc.). Process budget transfers in the University's financial system

Participates in training and meetings. Participates in ongoing, continuous quality improvement. Reviews journal articles associated with improving efficiencies and providing quality customer service. Enhances area-specific knowledge by attending training sessions, seminars, and meetings. Tests new processes for widespread implementation in multiple facets of the job (cost sharing and award set-up). Actively participates in on-going listserv communications. Reviews OMB circulars and other federal regulations.

Communicates relevant information to the departments and provides instruction and guidance concerning proper procedures as necessary.

Performs all activities related to collections. Reviews Aging Report for overdue accounts.

Reconciles A/R and Billing status to determine amount past due. Informs the department of the status of the overdue account, if necessary. Performs collections activities for past due debts. Communicates the debt obligation to the appropriate fiscal representative through telephone calls, emails, and other forms of correspondence. Records communications. Follows up on remaining past due obligations. Appropriately escalates any delinquent payments that are the result of delinquent reports or deliverables.

Level I : Commensurate with Education and Experience.

Level II: Commensurate with Education and Experience.

Level I: Bachelor's degree in accounting, finance, business administration or other appropriate area; or an equivalent combination of education and experience.

Level II: Bachelor's degree and one year of experience in contract and grant accounting; or an equivalent combination of education and experience.

Level I:

Candidates must have excellent written and oral communication skills and be customer service oriented.

Knowledge of electronic research administration software preferred.

Ability to establish build and maintain working relationships with campus and funding agency representatives.

Candidates must have excellent written and oral communication skills and be customer service oriented.

Ability to function under highly stressful circumstances.

Level II:

Ability to establish build and maintain working relationships with campus and funding agency representatives. Candidates must have excellent written and oral communication skills and be customer service oriented. Ability to function under highly stressful circumstances.