Grants Specialist

Mission Statement

The mission of the Boston Public Health Commission (BPHC) is to work in partnership with communities to protect and promote the health and well-being of all Boston residents, especially those impacted by racism and systemic inequities. The BPHC sets an expectation that all staff and leadership commit, individually and as part of the BPHC team, to hold ourselves accountable to establishing a culture of anti-racism and advance racial equity and justice through each of our bureaus, programs, and offices.

Job Description

The Grant Specialist (GS) reports to the Director of Post Award Grant Accounting and assists with overseeing the financial management and compliance of all sponsored grants and contracts awarded to the Boston Public Health Commission (BPHC). This position will provide financial and grant management oversight and leadership to the programmatic staff, while ensuring that BPHC meets the terms and conditions of the sponsors/funders by tracking and meeting report deadlines, managing audit compliance, and implementing institutional policies and procedures. Responsibilities for this position include, but are not limited to, the following:

Grant Compliance and Reporting:

• 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/revised grants/contracts set-up requirements within accounting system for accuracy and compliance. Work collaboratively with programs & departments to ensure compliance requirements of grants/contracts are met. Assist with managing annual Uniform Guidance Audit and other sponsor audits as necessary.
• Review grant-related financial transactions prior to entry into accounting system.
• Ensure project expenditures are expensed in accordance with the terms and conditions of the award and/or BPHC policy. Review general ledger for unallowable costs posted to awards.
• Prepare detailed, accurate, timely, and quality financial analyses of grant transactions for Cost Reimbursable, Fee For Service and Advance grants. Ensure that project records are kept in good order and readily available for review and audit. For Advance grants, this includes preparing and submitting financial reports, managing payment applications and the return of unspent funds if applicable.
• Ensure that the project complies with all appropriate Commission payroll, reimbursement, accounting, and personnel policies and practices. Ensure cost-share budget and expense reports comply with BPHC's cost-sharing policy and are available for audit.
• Advise and assist Program Directors (PDs) and Bureau Administrators (BAs) in fulfilling the departmental award closeout requirements in accordance with the sponsor's and BPHC's closeout policies.
• Provide backup coverage to the other grants specialists for vacation coverage or during high volume. Primary Finance Department review and approval of all incoming Invoices from Vendors. Ensure invoices align with awarded Scope of Work and Budget.
• Primary Finance Department review and approval of all outgoing agreements funded by a grant. Ensure contract complies with grant terms and conditions and associated state and federal guidelines.
• Hold Biweekly meetings with Programs
• Other job-related duties as assigned.

Grant Accounting/Budgeting:

• Assist PDs and BAs in the financial management of new and continuing grants/contracts, including budget amendments, budget-to-actual analysis, no-cost extensions, close-outs, reporting, and interpretation of sponsor/funder regulations.
• Routine review of project expenditures, including fringe benefit and facilities and administration costs. Process invoices to grantor agencies/funders in a timely manner and monitor collection of grant receivables.
• Reconcile grant A/R billings with cash receipts and financial reports. Work to resolve discrepancies with the Accounting team. Prepare grant-related journal entries, including salary and wage, indirect expense allocations and reclassifications.
• Ensure that cost transfers resulting from unusual circumstances or unanticipated project expenses are appropriately documented and transferred to the correct source of funds prior to close-out of the award.
• Meet regularly with PDs and BAs to keep them apprised of the grant/contract's progress, review project financial transactions/reconciliations, and provide direction where needed.
• Monitor encumbrance balances on a monthly basis and ensure that the balance reflects current purchase obligations for the award and that obsolete purchase orders are voided or closed on a timely basis.
• Assist in the preparation of grant/contract financial reports or invoices that require confirmation of completion of deliverables prior to submission or any required supplemental information.

Minimum Qualifications

• Minimum requirements include a bachelor's degree in accounting, business, or another related field and three years' experience with federal grant management; or an equivalent combination of education and experience.
• Preferred qualifications include at least two years' experience in the management of accounting/fiscal activities of a governmental grant program and/or a master's degree in a related field with post-award/departmental research administration experience.
• Comprehensive knowledge of the Federal Uniform Grant Guidance, OMB 2 CFR 200. Must have an extensive understanding of related federal and state rules, regulations, policies, and procedures as well as the ability to interpret those of other sponsoring agencies, including federal subaward monitoring policies.
• Experience with Microsoft Great Plains 2018 or ReQlogic requisitioning software a plus.
• Ability to solve problems, think logically, take initiative, and pay attention to detail. Able to organize complex and diverse information. Able to work in a fast paced, deadline driven environment. Excellent quantitative skills, including ability to analyze data.

Additional Information

• City of Boston residency is required; Allston, Back Bay, Bay Village, Beacon Hill, Brighton, Charlestown, Chinatown, Dorchester, Downtown, East Boston, Fenway-Kenmore, Hyde Park, Jamaica Plain, Mattapan, Mid-Dorchester, Mission Hill, North End, Roslindale, Roxbury, South Boston, South End, West End, West Roxbury, Wharf district.
• A Criminal Offenders Records Information request must be completed for this position. However, a record is not an automatic bar to employment but is reviewed in relation to the job applied for.
• Certain immunizations will be recommended and/or required prior to commencement of employment duties.
• Any position that requires an advanced degree will be subject to education verification.
• Certain positions at the BPHC may be Grant Funded.
• The Boston Public Health Commission is an EEO Employer and all applicants meeting the minimum requirements are eligible to apply.
• Certain positions at the BPHC may require Child Protective Service Background verification.
• The advertised shift and schedule are subject to change at the department's discretion.

Shift

Monday to Friday

Grant Funding Information

This position is not dependent on grants / external funding sources.

Pay Range

$67,500 - $82,500