Job Description

Position Description

Reporting to the Grant Finance & Accounting Manager, the Finance & Accounting Associate I will perform various accounting and bookkeeping tasks in the post-award financial administration of sponsored projects. This position assists with invoicing, receivables management, monthly and fiscal closeout, revenue drawdowns, IC (indirect cost) calculations, and recognition. This position also supports the Grant Finance & Accounting Manager with external compliance and audit requirements including the single audit, full audit (research activities only), 990 tax reporting (research activities only), internal fiscal budgeting, and the Negotiated Indirect Cost Rate Agreement (NICRA).

Key Responsibilities include (but are not limited to):

Maintain IT Works database to ensure financial and compliance records match SAP general ledger; reconciling differences between the two databases. Process new hires, terminations, and pay changes in IT Works.

Perform SAP upload journal entries, including sequencing revenue posting.
Process monthly salary distributions on all NYGC funding sources in IT Works.
Perform grant month end accounting processes, including:

Prepare and process month end revenue recognition.
Process unbilled, payment management system (“PMS”), and invoice drawdowns.
Prepare grant invoices for revenue recovery and recognition.
Prepare and monitor subaward invoices.
Conduct indirect cost (“IC”) calculation and revenue recognition.

Perform grant closeout financial reporting.
Generate ad hoc expenditure reports and data analyses, as requested.
Develop and implement standard operating procures (“SOPs”) and job aids for payroll and grant processes.
Assist with preparing interim and final invoices and submitting them to the sponsor in accordance with instructions in the award document.
Prepare accounts receivable reports to ensure that all payments are accounted for and properly posted and follow up with the sponsor if needed.
Assists with monitoring the allowable and appropriate recording of expenses to sponsored projects and the general ledger in order to ensure compliance with generally accepted accounting principles (GAAP) and sponsor reporting requirements.
Support grant finance projects, such as:

Prepare PI related documentation for the 990 Tax Report.
Assist with assembling the information needed for the annual Single Audit.
Provide grants documentation for intern and full financial audits.
Assist with preparing federal grant drawdown requests and invoicing other grantors.
Assist with preparing the annual Negotiated Indirect Cost Rate Agreement (“NICRA”) proposal.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Required Experience

Requirements & Qualifications

Bachelor’s degree with a major in a business subject (e.g. accounting, finance, economics) required;

Minimum of one year of accounting experience required;
Must be detail-oriented and possess quantitative skills with proficiency in analyzing spreadsheets using Excel;
Experience with SAP preferred.
Strong analytical and problem-solving skills required;
Strong communication skills required, both verbal and written;
Ability to work independently and in a team environment required;
Excellent time management, planning, and organizational skills required;