About Us
YWCA Glendale and Pasadena is dedicated to eliminating racism, empowering women and promoting peace, justice, freedom, and dignity for all. YWCA Glendale and Pasadena’s purpose is to ensure the health, safety and economic empowerment of women, children, and families and to strengthen communities to prevent and break the cycle of domestic violence. We provide resources and support to survivors of domestic violence and their children and through our education and prevention efforts we empower women, girls and families to build healthy relationships, achieve self-sufficiency, and live free from all forms of oppression. Our programs include a 24/7 Crisis Hotline, a 16-bed Domestic Violence Emergency Shelter, a Domestic Violence Community Services Center that provides case management, legal services, adult and child counseling, trauma informed childcare, and housing navigation support, a Violence Prevention Education and Outreach Program, a Girls Empowerment Program that offers after school programming, summer camp and STEAM education workshops and mentorship, and racial justice training and advocacy in collaboration with the Coalition for an Anti-Racist Glendale and other social justice organizations.
Position Summary
The Grant Accountant is responsible for grant billings, accounting, and reporting of government, foundation and other grants, grant budget modifications and amendments, grant budget preparation and expenses analysis, month-end close, year-end close, and grant contracts closeouts, accounts reconciliation, general ledger analysis, payroll processing and submission. The Grant Accountant involves engaging with program staff and accounting team to ensure accurate reporting and payments while aligning financial aspects with program requirements. The Grant Accountant validates expenses, ensures grant compliance, and strategically maximizes grant billing and funding utilization. The Grant Accountant serves as a key contributor to the success and sustainability of grant initiatives. This position reports directly to the Director of Finance and Accounting.
Grant Billing
- Prepare the entire grant invoices and ensure accuracy and resolve discrepancies collaboratively.
- Review and record A/R billing invoices in the agency’s accounting system.
- Maintain compliance with GAAP, Federal Grant management practices, and relevant regulations.
- Adhere to requirements and strict deadlines for invoice preparation and submission.
- Collaborate across programs to identify and address discrepancies in grant billing.
- Investigate missing or incorrect support documents to ensure billing accuracy.
- Identify incoming grant checks and deposit them electronically to the agency’s operating bank account.
Grant Administration
- Responsible for the grant cycle of all government grants from pre-award to closeout at the end of fiscal year.
- Collaborate with the program staff to ensure the program expenses vs budget is on the right track to meet the budget goal.
- Prepare grant reports, monitor grant expenditures vs budget, and work closely with program staff on maximizing grant use.
- Track budget modification timeline and prepare budget modifications and submit to funders to meet deadlines.
- Follow up on collection of grants receivable and communicate with funders to resolve any discrepancies and corrections.
- Perform annual grant contracts closeout functions including adjusting journal entries, reconciliations, invoices and final cost reports.
- Ensure bank reconciliations, expenses report, grant receivable and revenue report,
- Maintain grant invoices and contracts information ready for monitoring and independent auditor review.
Reporting and Compliance
- Ensure timely and accurate documentation for expenditure reimbursement in accordance with contract requirements.
- Monitor reporting requirements and timeline to ensure monthly and quarterly reports are submitted on time.
- Conduct regularly reconciliations of general ledger accounts for accurate expense capture in monthly billing.
- Maintain accounts receivable tracking sheet on an ongoing basis to ensure the timely collection of revenue.
- Complete annual grant closeout reports and submit them to the funders.
- Track revenue and expenditures and ensure meeting grant budget goal.
- Contribute to the preparation of required internal and external financial reports.
- Identify and communicate grant-related issues promptly with the Director of Finance and Accounting.
- Collaborate with program and funders to ensure compliance with grant contract requirements.
- Assist in researching and pulling supporting documents for monitoring and annual independent auditors.
- Collaborate and support the Director of Finance and Accounting on special projects.
Payroll Processing and Submission
- Review payroll processing systems to ensure timely and accurate processing of payroll transactions including salaries, taxes, benefits, garnishments, and other deductions.
- Process payroll and submit payroll package to the Director of Finance and Accounting for approval.
- Ensure accurate and timely processing of payroll updates including new hires, terminations, and employment changes.
- Notify managers to approve their staff timesheets and turn in signed timesheet signature page.
- Prepare and maintain accurate records and payroll transactions and timesheets.
- Ensure compliance with federal, state and local payroll, wage, and hour laws.
- Prepare staff time percentage allocation and payroll cost allocation.
- Answer questions from employees regarding paycheck amounts, deductions, leave accruals, direct deposit, and other concerns.
- Calculate and cut payroll manual checks for any adjustments and terminations.
- Prepare 401k package and upload to 401k sponsor website after three business days of the payroll.
Knowledge Requirements
- Knowledge of best practices in non-profit grant accounting.
- Knowledge of government grant contract administration to ensure compliance.
- Understanding of government billing and reporting requirements and procedures for preparation of accounting records and financial statements.
Minimum Qualifications
- Bachelor’s degree in accounting from an accredited institution.
- At least 3 years of experience as a Grant Accountant with a non-profit organization with a budget of $3 million dollars or larger.
- Demonstrate knowledge of government contracts, budget, budget modifications and grant billing.
- Sound knowledge of fund accounting terminology, procedures, reporting and methodologies.
- Extensive knowledge of functional expenses and cost allocations across multiple grants.
- Strong analytical and problem-solving skills for effective decision making and strategic financial management.
- Excellent communications skills, including active listening and written and oral communication skills.
- Proficiency in QuickBooks and Microsoft Office applications are required.
- Exceptional multitasking and organizational skills are imperative.
- Ability to work independently among a team environment with internal and external customer service mindset.Extremely organized and detailed oriented with ability to prioritize and maintain multiple projects and tasks simultaneously.
- Ability to work independently under pressure and meet conflicting and tight deadlines.
Physical Requirements
- Candidate must be able to lift to 30 pounds.
- Movement within the office environment and ability to climb stairs.
- Ability to write by hand and use keyboard to perform general office functions.
- Ability to communicate by speech and hearing continuously.
- Visual acuity (Close, distant, peripheral vision and the ability to adjust focus and view accurate color perception) needed for detail work and computer use.
- Ability to sit for extended periods of time.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
YWCA Glendale and Pasadena is an Equal Opportunity Employer and is committed to diversity, equity and inclusion. We are committed to attracting and retaining a diverse staff. YWCA Glendale and Pasadena will honor your experiences, perspectives, and unique identity. Together, our organization strives to create and maintain working and learning environments that are inclusive, equitable and welcoming. YWCA Glendale and Pasadena prohibits discrimination based on age, gender, race, ethnicity, national origin, cultures, religion, immigration status, veteran status, political beliefs, sexual identity, ability/disability, and health/mental health status in all its programs and activities, not only in respect to employment practices but also in the delivery of services.
Job Requirements
- Complete Live Scan background check.
- Full Covid-19 vaccination required.
- Experience working in a non-profit work environment is required.
- Ability to reliably import and extract data.
- Possess a high level of integrity, and judgment and discretion with sensitive and confidential information.
Job Type: Full-time
Pay: $31.00 - $35.00 per hour
Expected hours: 40 per week
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
Experience level:
Physical setting:
Schedule:
- 8 hour shift
- Monday to Friday
People with a criminal record are encouraged to apply
Experience:
- Non-profit accounting: 3 years (Required)
Work Location: In person