boston planning & development agency

  • GRANTS AND BUDGET ASSISTANT

    Job ID
    2019-1466
    Category
    Budget & Finance
    Grade Level
    I
    # of Hours
    35
    Salary Range
    $47,100 - $58,900
  • Summary

    boston planning & development agency 

     

    TITLE:          GRANTS AND BUDGET ASSISTANT

      

    DEPARTMENT/DIVISION:  BUDGET & FINANCE/A&F

     

    SUMMARY OF RESPONSIBILITIES:

    Under direction of the Grants & Budget Asstistant Manager, OWD, prepare annual budgets for 501 (c)(3) Friends of Youth Opportunity Boston (FYOB) and assist in the annual Audits and Tax Filings.  Process invoices for payment by grant funding sources; approve CBO budget and budget revisions and maintain and update documentation of all transactions.

     

    GENERAL DUTIES AND RESPONSIBILITIES:

    The general duties and responsibilities of the position are included in but not limited to the information listed below.

     

    • Approve all service-provider, sub-contractor budgets and budget revisions.
    • Input and maintain contract encumbrances on the accounting system.
    • Review and verify subrecipient contractor invoices to process payments by grant funding source(s). Check accuracy of documentation; adherence to contract terms, conditions, and funding source requirements; ensure timeliness of payment.
    • Prepare forms for transactions relating to contract payments.
    • Compile, prepare and produce timely expenditure reports and grant billings.
    • Set up, maintain and update auditable files and records: including but not limited to invoices processed, payment information, adjusted amounts, and coding(s).
    • Maintain electronic files by fiscal year for CBO budget to actual expenditures and disbursements.
    • Peform Accounts Payable functions: approval and input of purchase orders, processing invoices for payment, posting transactions and maintaining vendor records.
    • Review invoices, payment requests and other items associated with the 501 (c)(3).
    • Record and Post daily cash receipts, prepare journal entries and other required documentation.
    • Prepare necessary tax return/audit information for outside auditor at year end to complete 501 (c)(3) financial statement and file tax return.
    • Assist in audit preparation for federal, state, city and internal audits for all Office of Workforce Development (OWD) funding sources.
    • Provide training in conjunction with department staff to sub-contractors and Contract Administrators on grant budgets and fiscal policies and procedures.
    • Assist in conducting CBO site visits for compliance testing and fiscal monitoring.
    • Perform other related duties as assigned.

     

    QUALIFICATIONS:

     

    Work requires completion of a Bachelor’s Degree in Accounting, Business Administration or equivalent experience including bookkeeping courses, plus a minimum of one year of accounts payable experience preferably in public sector accounting. Ability to use office software and automated accounting modules is required.

     

    WORK ENVIRONMENT:

    Normal office environment;

     

    PHYSICAL REQUIREMENTS:

    Little or no exertion; may spend extended periods at terminal.

     

    SCOPE:

    Not applicable.

     

     **BOSTON RESIDENCY IS A CONDITION OF EMPLOYMENT**

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