Budgets and Contracts Manager

Join EAC Network as a Budgets and Contracts Manager

EAC Network, a not-for-profit social service agency that empowers, assists, and cares for over 70,000 people in need through 120 programs across Long Island and NYC, seeks a Budgets and Contracts Manager to join our Finance department.

• Wage: $75,000 to $85,000 per year
• Schedule: Monday - Friday 9am to 5pm ET
  Location: 99 Quentin Roosevelt Blvd in Garden City NY

Primary Purpose of Job:

The Budgets & Contracts Manager is a critical role responsible for coordinating the financial management of over 100 programs funded by 60 different funders. This position will ensure the effective preparation, management, and compliance of budgets and contracts to support the agency's mission in delivering social services. The Budgets & Contracts Manager will support the Finance team and program leadership to maintain financial integrity and transparency.

Measurable Objectives:

• Analyze final contracts to ensure complete execution and optimal spending. Communicate any relevant details to all parties (executive staff, program leaders).
• Monitor expenses against budgets in real-time, generating monthly variance reports and provide {monthly reports} on budget status to program directors. Communicate any variances exceeding 10% of the budgeted amount to program directors. In conjunction with program directors, develop plans to address variances.
• Process and submit claims requests within 10 business days of the end of each reporting period.

Responsibilities:

Budget Preparation and Management

• Coordinate with program and finance staff to collect data, confirm accuracy, and prepare budgets for submission. Ensure that all finalized budgets are entered into internal and external funder systems and kept current for use in claims and projections.
• Collect and verify key cost data (e.g., salaries, fringe, insurance, rent, OTPS) from program and finance staff to develop accurate budgets and projections that support planning, claims, and internal decision-making.
• Ensure that all budgets align with organizational/program goals and funder requirements.
• Regularly monitor and analyze program expenses against budgeted amounts to ensure alignment with financial targets.
• Prepare and distribute monthly financial reports, providing transparency on budget utilization, remaining balances, and key budget status indicators.
• Communicate significant variances of budgeted amounts to program directors and COO to collaborate to develop corrective action plans.
• Modify budgets throughout the year in response to changes in spending or funding. Timely submission of budget modifications per contract guidelines.

Claims Management

• Oversee the voucher process for monthly/quarterly claims as per contract guidelines
• Ensure timely and accurate submission of reimbursement requests to funders.
• Review all vouchers before submission

Compliance and Close-Out Procedures

• Develop and implement close-out procedures to comply with funder standards.
• Conduct follow-up on disallowed funding and reimbursements to resolve discrepancies.
• Complete federal reporting and CFR

Grant Accounting

• Maintain separate accounting records for each contract/program.
• Ensure that all financial records are accurate, up-to-date, and compliant with accounting standards.

Labor Allocations

• Review and track staff allocations across grants to ensure alignment with contract terms and approved budgets.
• Identify discrepancies or inconsistencies in labor distribution and coordinate with finance and program staff to resolve issues.
• Support the development of labor allocation plans that reflect program activity and funding requirements.
• Maintain documentation of approved allocations and monitor for ongoing compliance.

Contract Management

• Review executed contracts and amendments to extract and track fiscal deliverables, reimbursement terms, and reporting deadlines.
• Maintain an organized electronic repository of executed contracts and relevant fiscal documents.
• Coordinate with program, finance, HR, and internal operations teams to confirm that contract terms and deliverables are accurately implemented. Support internal reviews of amendments and flag issues for resolution. Track changes to ensure internal systems reflect current contract obligations.
• Maintain a centralized tracking system of financial obligations tied to each contract, including claims schedules, budget modification windows, and renewal dates.
• Develop and implement a contract lifecycle management system to track key dates, milestones, and renewal opportunities.
• Other duties as assigned.

Qualifications:

• Minimum of 3 years of experience in budget management, financial analysis, or contract administration within a nonprofit or social services environment.
• Extensive knowledge of NYS, NYC, County grant management processes and compliance requirements.
• Excellent analytical skills with attention to detail.
• Proficient in financial software and Microsoft Office Suite.
• Ability to collaborate with internal stakeholders.
• Excellent communication skills, both written and verbal.
• Financial Acumen: Strong understanding of financial principles and practices.
• Collaboration: Work effectively with internal teams and external partners.

What We Offer

• Comprehensive Benefits Package: Medical, Dental, and Vision Insurance, 401K with a 3% match after anniversary, 30 days Paid Time Off in your first year, and 14 Paid holidays.

• Additional Perks: Short-term and long-term disability coverage, flexible spending accounts, wellness benefits, PlumBenefits, Verizon wireless discounts.

• At EAC Network, you will find more than just a job – you will find a supportive work environment committed to your well-being and growth. We champion equity, justice, and belonging, fostering a workplace where every voice is valued and empowered. We offer many roles with flexible and hybrid schedules to help you maintain a healthy work-life balance, and our generous PTO policy and Summer Fridays ensure you have time to recharge. Our commitment to wellness also earned us the 2024 Gold Healthy Workforce Designation from Cigna. Additionally, EAC employees may be eligible for the Public Service Loan Forgiveness program. At EAC Network, you are part of a team making a difference in our communities across Long Island and New York City, every day.