Grant Accountant (58766)

Summary
The Grant Accountan t is responsible for the full accounting cycle for assigned grants and contracts. The
position records grant revenue and related receivables or deferred revenue, prepares monthly
reimbursement vouchers and draw requests, performs month-end close activities, maintains award-level
accounting schedules, and ensures that all amounts billed and recognized are supported by and reconciled
to the general ledger.

This position serves as the accounting link between the G/L and budget functions
by providing timely transaction-level detail to the Budget Manager and Budget Analyst, resolving
discrepancies, and maintaining a complete audit trail from the award and approved budget through the
ledger, voucher, collection, and closeout.
Primary objective: maintain complete and accurate grant accounting records between revenue
recognition, voucher preparation, collections, approved budgets, and G/L activity.

ESSENTIAL DUTIES AND RESPONSIBILITIES The essential duties and responsibilities include the following. Other related duties may be assigned.
Establish new grants and contracts in the accounting system, including award periods, funding
sources, program and site dimensions, revenue and receivable accounts, budget structures, billing
terms, restrictions, and reporting requirements.
Review executed awards, approved budgets, amendments, and budget modifications to determine the
appropriate accounting, billing, revenue-recognition, matching, and reporting treatment.
Calculate and record monthly grant revenue in accordance with the award terms and applicable
accounting policies, including cost-reimbursement, performance-based, milestone, advance-funded,
and other contract arrangements.
Prepare and post monthly journal entries for grant revenue, grants receivable, unbilled receivables or
contract assets, deferred or unearned revenue, indirect costs, fringe allocations, accruals,
reclassifications, and other grant-related activity.
Maintain grant revenue and receivable schedules that reconcile beginning balances, current-period
revenue, billings, cash receipts, adjustments, and ending balances to the G/L.
Prepare accurate monthly vouchers, reimbursement claims, invoices, and draw requests for assigned
government grants and contracts in accordance with funder deadlines and requirements.
Extract and review G/L transaction detail by grant, contract, program, site, department, natural
account, and reporting period; provide organized supporting detail to the Budget Manager and
Budget Analyst.
Reconcile each voucher to the G/L before submission, documenting all included, excluded,
reclassified, accrued, adjusted, or pending expenditures.
Confirm that revenue and voucher amounts agree with approved budgets, amendments, contract
terms, funding periods, cost allowability rules, matching requirements, and available award balances.
Identify unposted, miscoded, duplicated, unsupported, out-of-period, or potentially unallowable
transactions and coordinate timely corrections with Accounting, Accounts Payable, Payroll,
Purchasing, and program staff.
Reconcile payroll, fringe benefits, indirect costs, shared-cost allocations, and other recurring charges
to supporting schedules before including them in revenue calculations or vouchers.
Track grant receivables and cash collections, apply payments to the correct awards and vouchers,
investigate short payments or unapplied receipts, and maintain accurate receivable aging and
collection status.
Analyze actual results against approved grant budgets and funding limits; communicate variances,
spending risks, underspending, overbilling risk, and required budget modifications to the Budget
Manager and Budget Analyst.
Maintain award-level schedules showing current and cumulative revenue, expenses, billings,
collections, unbilled costs, deferred revenue, questioned or disallowed costs, match, and remaining
balances.
Complete assigned month-end and year-end close procedures and certify that grant revenue,
receivables, deferred revenue, billings, and expenses are complete, accurate, and reconciled.
Prepare grant financial reports, schedules, forecasts, and supporting analyses for management,
funders, auditors, and regulatory filings, including CFR support where applicable.
Maintain complete electronic files for awards, budgets, amendments, journal entries, vouchers,
approvals, payroll, invoices, allocation support, correspondence, collections, and reconciliations.
Support fiscal monitoring, annual audits, Uniform Guidance or other grant testing, funder reviews,
and contract closeouts; resolve findings and provide transaction-level documentation.
Perform grant closeout procedures, including final revenue recognition, final voucher preparation,
receivable collection, release of deferred balances, resolution of disallowances, and reconciliation of
the award to the G/L.
Monthly Grant Accounting and Voucher Process
1. Close readiness: Confirm postings, payroll, allocations, accruals, cash receipts, and prior
corrections are complete for the period. Primary output: Complete grant ledger.
2. G/L and award review: Test coding, dates, allowability, support, budget-line alignment, funding
limits, and award terms. Primary output: Reviewed G/L detail.
3. Revenue calculation: Calculate revenue earned and determine receivable, unbilled, deferred,
indirect-cost, and other entries. Primary output: Revenue-recognition schedule.
4. Journal entries: Prepare and post grant revenue, receivable, deferred revenue, accrual, allocation,
and correction entries. Primary output: Posted and supported entries.
5. Team coordination: Share G/L detail, revenue schedules, variances, and exceptions with the
Budget Manager and Budget Analyst. Primary output: Agreed accounting and billing activity.
6. Voucher preparation: Prepare the monthly voucher, claim, invoice, or draw and all required
supporting schedules. Primary output: Complete voucher package.
7. Final reconciliation: Tie revenue, expenses, and the voucher by line and in total to the G/L;
document all timing items. Primary output: Approved reconciliations.
8. Follow-up: Track acceptance, cash, rejections, revisions, and collections; update the G/L and
award schedules. Primary output: Current revenue and receivable status.
Grant and Contract Knowledge Experience with accounting, billing, and compliance for New York State Office of Addiction
Services and Supports (OASAS), New York State Office of Mental Health (OMH), New York City
agency contracts, and other government-funded grants and contracts.
Working knowledge of the New York State Consolidated Fiscal Reporting (CFR) process and related
supporting schedules.
Working knowledge of the New York City PASSPort system, including contract budgets, budget
modifications, documentation, and vouchering requirements.
Understanding of cost allowability, funding-period restrictions, budget-line compliance, allocation
methodologies, audit trails, and prevention of duplicate billing.