Company: Sunflower Foundation
Job Title: Grants and Finance Manager
Job Classification: Exempt; Full-Time
Work Schedule: As agreed and approved upon between employee and supervisor in accordance to normal operating hours of 8am-5pm, Monday through Friday.
Reporting Relationship: Chief Financial Officer
Supervises: None

Primary Accountabilities:

The Grants and Finance Manager is responsible for executing grantmaking processes, managing grant documents, maintaining database systems, and communicating with foundation leadership, staff, grantees and to promote and apply best practices for effective grantmaking. This position reports to the CFO and supports the foundation in fulfilling its vision, mission and strategic priorities by providing technical system design and implementation along with monitoring all components of the grants cycle through Fluxx, the foundation’s grant management software. Each of these phases consists of multiple steps that ensure the grant process is carried out effectively and aligns with the goals of both the foundation and the grantee. The Grants and Finance Manager also assists the CFO to complete all month-end financial activities including monitoring general ledger accounts, reviewing financial reports, and participating in month-end closing procedures. This position works closely with all foundation partners, staff, and executive team.

Major Duties:

Database Management

• Technical maintenance of grant data and programming in Fluxx grants management software system including tracking flow of data through the system
• Create and maintain grant files to meet legal, auditing, and foundation requirements, including IRS compliance
• Set up and maintain systems to establish reporting procedures, manage payments, and report schedules
• Design and implement workflow for efficient grants processes
• Compile monthly and annual data reports

Grant Cycle Review

A typical grant management cycle includes Requests for Proposal (RFPs), applications including financial and legal document assessment, grant agreements for awardees, payments, reports, feedback, and impact reporting. This position manages grants throughout the cycle including tasks such as:

• Participate in joint staff review of RFPs and submitted proposals.
• Follow-up with questions about preliminary application completeness.
• Provide grant information as requested by the President, Program Officers and/or CFO.
• Update application and review processes as needed.
• Assist with preparation of committee and board materials.
• Work with CFO with completing due diligence on applications and drafting grant agreements and amendments including Letters of Agreement, Award and Payment Letters.
• Oversee grantee acceptance including accurate recordkeeping of required executed documents.
• Consult with CFO and/or Program Officers as necessary about special conditions.
• Develop payment and reporting schedules within foundation policies and needs of grantee.
• Work with CFO on monthly grant payment schedules.
• Monitor receipt of progress, financial, and final reports.
• Assist program and finance staff with reviewing financial and narrative reports on grants; follow up if necessary.
• Work closely with Program Officers and/or CFO on any significant changes in budget, timing of payment(s), goals, timeline, outcomes, reporting dates, etc.
• Evaluate financial reports – reviews budget and financial grant report, determine level of compliance with grant conditions, report any areas of concern to CFO.
• Assist with preparation of reports and meeting materials for staff and Board meetings.

Financial Management

• Manage accounts payable and accounts receivable in QuickBooks including setting up new vendors, collecting W-9 forms and Certificate of Insurance.
• Assists with issuing 1099s in accordance with IRS regulations.
• Assists with grants payable reconciliations, bank reconciliations, reviewing journal entries and financial statements, and offers feedback on related financial reports.
• Assist CFO in preparing reports for annual audit.

Qualifications:

• A bachelor’s degree from an accredited college or university is required
• Two (2) or more years of related work experience
• Experience in grant management or grant writing, and bookkeeping
• Experience working in a grantmaking organization, foundation or non-profit
• Database proficiency (QuickBooks, Access, Excel or a proprietary database product)
• Extensive internet research experience
• Education and/or work experience in health or public health
• Experience with Windows based programs as well as the Microsoft Office package
• Demonstrated organization and time management skills
• Attention to detail and problem solving, with demonstrated capacity to meet deadlines and commitment to customer service
• Good written and oral communication skills
• Ability to work effectively as part of a team as well as independently
• Unquestionable ethics and personal integrity

Physical Demands:

• Ability to read mail and talk on the phone.
• Must be able to speak and listen effectively.
• Ability to work on the computer for hours at a time and concentrate on detailed information.
• Vision abilities for close vision, color vision, peripheral vision, and depth perception.
• Sit, stand, and walk for extended periods of time.
• Bend, kneel and reach items with use of hands to finger, handle or feel objects, tools, or controls.
• Unpack, lift, and move items up to fifty (50) pounds.

Work Environment:

• Professional and deadline-oriented environment in an office setting.
• Interaction with all foundation partners, staff, and stakeholders.

Additional Duties:

Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee(s) holding this position. Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.