Trillium Health

Position Title: Grants Accounting Manager
Position Location:
259 Monroe Avenue
Rochester, NY 14607
United States

County: Monroe

Contact Name: Sherry Thomas
Contact Email:
Contact Phone: 585-410-4246
Contact Fax: 585-219-5229

CHCANYS Member Info: Member - Organizational

Position Description:

On the outside, Trillium Health may look like a neighborhood health center that provides accessible, affordable services to the community. On the inside, we’re focused on caring for all of an individual’s needs. “Extraordinary care, always,” is not just our noble purpose at Trillium Health, it’s our operational system. Our mission targets the complex vulnerabilities of our community, as we address the social, physical, and behavioral needs of those we serve, all under one roof.

Born from the HIV/AIDS epidemic, Trillium Health has grown into a Federally Qualified Health Center (FQHC) Look A-Like, allowing us to expand our reach and serve those who too often face barriers to care. From primary medical care, to LGBTQ affirming care, we are committed to our community. If you are interested in an organization that truly cares, Trillium Health may be for you.

We are currently recruiting for a Grants Accounting Manager.     

Under the leadership of the Director, FP&A, the Grants Accounting Manager will work with department and program directors to ensure the appropriate budgeting, vouchering, accounting, and use of all awarded grant dollars. This includes, but is not limited to, initial grant budget development, budget revisions and modifications, time and effort reporting, and managing grant contract timelines.

Grant Management


  • Collaborate internally with Director, FP&A and program directors in preparing initial grant budgets (RFAs – Request for Applications), CFAs (Continued Funding Applications), and COLAs (Cost of Living Adjustments).

  • Prepare budget modifications with input from relevant staff, for approval by CFO. Track status of modifications.

  • Submit budget modifications and track status.

  • Update spreadsheets to reflect current budget modifications.



  • Develop productive relationships with project officers and fiscal managers (funders) and ensure compliance with their documentation requirements.

  • Monitor planned changes/restrictions on funding.

  • Communicate anticipated changes to CFO and other relevant agency staff.

  • Develop, update and maintain reconciliation spreadsheets for individual awards.

  • Meet with internal program managers on a monthly basis to go over reconciliation spreadsheets to monitor status of the awards and forecast of funds remaining.


Invoice and Reporting

  • Prepare grant vouchers and submit draw down requests as necessary.

  • Monitor grant spending and report spend-down status periodically to CFO and program directors.

  • Monitor and report on status of grant receivables. Follow up with grantors when necessary.



  • Maintain grant-related paperwork, including contracts, subcontracts, vouchers, spreadsheets, etc.

  • Be proficient in OMB’s Super Circular.  Attend webinars, seminars, and training related to grant policies and procedures.



  • Maintain and document grant allocation methods.  Revise as needed.
  • Review agency expenditures and ensure that grant-related expenses are recorded appropriately.
  • Allocate and record grant-related expenses.
  • Maintain salary allocation schedule to reflect current time and effort allocations.
  • Prepare adjusting journal entries and month-end close entries related to grant revenues or expenditures (salary/fringe, mileage, deferred revenue, and space/telecommunications).
  • Prepare and submit other grant-related forms, as required.
  • Prepare grant-related documents required by auditors, grant reviewers, and other monitors.



  • Requires the ability and commitment to respect and support inclusiveness and diversity including but not limited to individuals of different backgrounds, cultures, races, ages, sexual orientations, gender identities or expressions, experiences, opinions, etc.

  • Requires individual demonstration of commitment to the One Trillium behaviors and business impacts and modeling them in the organization.

  • Responsible for maintaining confidentiality of all patient, client, employee, protected and proprietary information.

  • Employees are accountable for meeting the performance standards of their departments and must participate as requested in compliance audits, process improvement and quality improvement plans.

  • Other specific duties as assigned.



Requires minimum of Bachelor’s degree in Accounting.  CPA preferred. At least 5 years of experience; non-profit  and grants management experience preferred.  Proficiency in Microsoft Excel and Word mandatory.  Fund EZ or similar general ledger system experience required. Ability to maintain confidentiality is essential.

Must have a positive attitude, good attention to detail, be willing to take initiative and exercise good judgment. 

Must be reliable, highly organized and able to prioritize and juggle a variety of activities.


Physical Requirements

While performing the duties of this job the employee is required to stand, sit, walk, use hands to finger, handle, or feel; reach with hands and arms, talk and hear.  Occasionally the employee must stoop, bend and lift or move up to 25 lbs.  Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. 


In support of the Americans with Disabilities Act, this job description lists only those responsibilities and qualifications deemed essential to the position.

Special Instructions:

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Compensation Type: Salary

Job Type: Finance

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