Grant Accountant/Processor

FLSA: Administrative Exemption

Supervision Received:  Works independently under the broad general supervision of the Director of Grants/Community Development. 

Supervision Given: No supervision is performed. 

SUMMARY: The Grant Accountant/Accounting Processor is responsible for working with the unit accountants to understand the terms of grant agreements and contracts, to create/use project codes to track expenses, and to prepare the required grant reports. This position is also responsible for cash receipt and disbursement processing. 

ESSENTIAL FUNCTIONS: (The following examples are illustrative only and are not intended to be all inclusive.) 

• Proactively understand terms of agreements (allowable costs, period of performance, reporting, etc.). Based on that understanding, create and communicate project codes and ensure others involved are aware of the requirements.

• Involve necessary personnel (Corps/unit, social services, development, grantors, etc.) to ensure all understand grant terms, information needed, timing, control procedures, etc.

• Monitor and review billings for reimbursement or expenditure of funds received in a timely manner and ensure supporting documentation is uniformly compiled and maintained.

• Assist unit accountant by providing appropriate information to enable proper revenue recognition.

• Verify that sufficient backup information and appropriate, required authorizations have been obtained prior to payment.

• Determine vendor, department and account code numbers to properly record payment of each invoice. Add and update vendor information as needed.

• Confirm duplicate payments of invoices are not made.

• Enter all invoices on a daily basis as received into accounting software in order to record all outstanding payables.

• Print payables edit list, match up invoices to the list and pass on to appropriate accountant for review. Correct data entry errors as determined by accountant during review of the edit list.

• Record invoice batch total in cash control log for applicable fund.

• Issue checks each week as directed.

• Coordinate with the Finance Director or Assistant Director of Finance to select invoices to be paid based on due dates and cash flow.

• Record check run details in cash control log for applicable fund.

• Print and/or distribute checks.

• Assign account code(s) to each receipt item. Label receipt copies with this information.

• Record deposit details in cash control log as deposits are entered.

• Maintain organized filing for all items related to receipts and invoices.

• Reconciling vendor statements monthly. Perform timely follow-up on outstanding items as needed. 

• All other duties as assigned.




· Associates degree in accounting; or 

· two (2) years equivalent of bookkeeping experience required.

· Accuracy in data entry is required.

· Must be computer literate, including working knowledge of Excel and Word for Windows programs; knowledge of accounting software preferred.

· Must be trustworthy, especially in confidential matters, reliable, efficient, and be highly detail oriented.

· Must have excellent written, oral, and verbal communication skills.

· Must be highly organized and able to handle multiple tasks at once, have the ability to prioritize and complete tasks within major projects to meet proscribed deadlines.

· Must have reliable transportation.


Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and stand; must regularly lift and or move items up to 25 pounds, and occasionally lift or move items over 50 pounds; be able to clearly hear constituents when speaking in person or on the telephone. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change. The City of Pontiac is an equal opportunity employer.