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Grants Accounting Manager

Grants Accounting Manager

Trillium Health
Rochester, NY, US
Regular Full Time

Title: Grants Accounting Manager
Division: Finance
Department: Finance
FLSA Status: Exempt
Reports To: Director, Financial Planning and Analyst 
Direct Reports: None

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

Key Job Responsibility Areas 

  1. Grant Management
  2. Miscellaneous


Detail of Key Job Responsibility Areas 

1. Grant Management

  1. Budgeting
    1. 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).
    2. Prepare budget modifications with input from relevant staff, for approval by Director, FP&A. 
    3. Submit budget modifications and track status and approval notifications.
    4. Update spreadsheets to reflect current budget modifications and contract award periods.
  1. Monitoring
    1. Develop productive relationships with internal project officers, contract managers and fiscal managers (funders) to ensure compliance with their documentation requirements.
    2. Monitor planned changes/restrictions on funding.
    3. Communicate anticipated changes to Director, FP&A and other relevant agency staff.
    4. Work with Sr. Grant Accountant, Director FP&A and program managers to ensure expenses are being allocated properly, gauge whether any in-kind may be claimed towards grant funds, etc.
    5. Assist in developing, updating and maintaining reconciliation spreadsheets for individual awards.
    6. 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.
  1. Other
    1. Maintain grant-related paperwork, including contracts, subcontracts, spreadsheets, emails, etc.
    2. Be proficient in OMB’s Super Circular.  Attend webinars, seminars, and training related to grant policies and procedures.
    3. Keep up-to-date with the ‘Current Grants’ list.
    4. Participate in Grant Steering Committee meetings.
    5. Assist with updating ‘Space, Telecomm, Office Supply’ list with grants that are off and on for allocation purposes.
    6. Respond to program manager inquiries regarding grant budget allocations and use of grant funds.
    7. Keep track of Time and Effort sheets received and follow-up with the ones not received.
    8. Cross train with the Senior Grant Accountant duties such as vouchering, month-end GL postings.
    9. Assist in gathering grant-related documentation required by auditors, grant reviewers, and other monitoring agencies

2. Miscellaneous

  1. 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.
  2. Requires individual demonstration of commitment to the One Trillium behaviors and business impacts and modeling them in the organization.
  3. Responsible for maintaining confidentiality of all patient, client, employee, protected and proprietary information.
  4. 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. 
  5. Other duties as assigned.



At least 5 years of non-profit and grants management experience preferred.  Accounting background 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 and analyzation skills, be willing to take initiative and exercise good judgment.  

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

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