COVENANT HOUSE CALIFORNIA

Job Description

JOB TITLE: Grant Accounting Analyst DATE REVISED: 9/11//2023

DIVISION: Finance Department PREPARED BY: Controller

STATUS: Exempt

AGENCY SUMMARY:

Since 1988, Covenant House California (CHC), affectionately known as “The Cov”, has provided housing and support services for youth (primarily ages 18-25) experiencing homelessness and human trafficking in California. Founded in Los Angeles, and expanding to Oakland in 1999, CHC has a statewide presence. Part of the Covenant House International federation of Covenant House sites, CHC is a separate 501c3, with its own governance board of directors. During the past 6 years, CHC has experienced transformational growth across the state. This growth has resulted from dramatically increasing the agency’s footprint from a single site in Los Angeles and Oakland, to now including two sites in Los Angeles, two sites in Oakland, as well as sites in Santa Clara, Anaheim and Hayward, CA. The growth has led to significant more impact (serving over 4,000 youth a year) as well as financial growth and sustainability ($7 million to a projected $25 million operational budget in FY22). The growth has also included an increase in the number of employees from 85 to 200 , and new levels of staffing and professional skills.

Coming out of this strategic, but frenetic, season of growth, the agency is now looking towards a season of program development and depth, long-term financial sustainability, as well as employee training and development, agency culture refinement, and increased awareness for the agency in the communities it serves. Achieving these goals will prepare the agency for future growth, innovation, and program enhancement that will continue to meet the needs of youth experiencing homelessness and human trafficking in CA.

POSITION SUMMARY:

Under the supervision of the Sr. Grant Accounting Analyst, the Grant Accounting Analyst is responsible for preparing monthly grant/contract billings to federal, non-federal and private grantors as well as maintain grant budgets, preparing journal entries for expense allocations, general ledger account analysis and reconciliations, submit budget modifications, answer relevant inquiries. In addition, the right person will be able to make recommendations that improve efficiencies and automation as well as responsible for maintaining confidential information and safeguarding the integrity of CHC’s financial data and data systems and prepares all accounting records in accordance with Generally Accepted Accounting Principles (GAAP) and the Financial Accounting Standard Board (FASB).

ESSENTIAL FUNCTIONS:

1. Grant Administration:
   • Collaborate with the development department to create and analyze grant budget for proposals.
   • Maintain a comprehensive database of all grant-related information, including deadlines, compliance requirements, and reporting schedules.
2. Budget Management:
   • Develop and maintain grant budgets in collaboration with program managers, utilizing advanced Excel functions for budget modeling and analysis.
   • Monitor grant expenditures to ensure they align with approved budgets.
   • Prepare budget modifications as needed and seek approvals as necessary.
   • Forecast grant-related expenses and revenue using Excel for accurate financial projections.
3. Financial Reporting:
   • Prepare and submit financial reports to grantors in accordance with grant agreements, utilizing Excel for data analysis and reporting automation.
   • Generate financial statements and analysis reports for internal stakeholders and senior management, leveraging advanced Excel functions for financial data analysis.
   • Ensure accuracy and compliance with Generally Accepted Accounting Principles (GAAP) and grant-specific regulations, using Excel for precise calculations and data validation.
4. General Ledger Analysis and Excel Expertise:
   • Perform detailed analysis of the general ledger, identifying discrepancies, trends, and anomalies using Excel's advanced data analysis tools.
   • Reconcile grant-related transactions with the general ledger, ensuring accuracy and consistency.
   • Utilize Excel to create pivot tables, graphs, and other data visualization tools for clear and insightful financial presentations.
5. Compliance and Auditing:
   • Ensure compliance with all grant-related regulations, including tracking programmatic and financial performance indicators.
   • Prepare for and participate in audits related to grant funding, providing Excel-based documentation and analysis as needed.
   • Address audit findings and implement corrective actions as required, using Excel for tracking and monitoring progress.
6. Documentation and Record Keeping:
   • Maintain organized and accurate documentation of all grant-related billing.
   • Manage grant files and records, ensuring they are readily accessible for reporting and auditing purposes, with Excel-based indexing and tracking.
7. Communication and Collaboration:
   • Collaborate effectively with cross-functional teams, including directors, finance, and external grantors.
   • Provide guidance and support to program managers and directors regarding grant compliance and financial matters, using Excel for data-driven insights.
   • Communicate financial information to non-financial staff in a clear and understandable manner, with Excel-based visual aids and reports.

JOB REQUIREMENTS

EDUCATION: B.S. degree in accounting or equivalent experience.

EXPERIENCE: Minimum 2 years accounting experience in non-profit accounting and grant/contracts billings or its equivalent. Minimum 2 years Grant management experience. Possess strong analytical and excel skills.

SKILLS: Must possess very high analytical skills, capable of producing timely and accurate work. Can work with minimum supervision from supervisor. Must be able to follow instructions, highly organized and must be able to plan ahead on work assignments to meet deadlines. Must be able to multitask, be proactive and have strong initiative to make follow-ups to complete work assignments on due dates. Must have excellent skills in Microsoft Excel and working with accounting worksheets and formulas; willing to learn for advancement opportunity.

TRANSPORTATION: Must have a valid CA Driver’s license, reliable transportation, and a good driving record.

WORKING: At least 40 hours a week, Exempt status. Some overtime work if necessary is required as a condition of employment.

CONDITIONS: Must be able to lift up to 40 pounds on an occasional basis and sit at an assigned computer workstation for prolonged periods of time with occasional bending to perform other essential functions such as filing and storing documents or assisting with purchasing and replenishing department supplies as required.