boston planning & development agency

GRANTS & BUDGET ASSISTANT

Job ID
2020-1507
Category
Budget & Finance
Grade Level
I
# of Hours
35
Salary Range
47,100- 58,900

Summary

 boston planning & development agency

 

**BOSTON RESIDENCY IS A CONDITION OF EMPLOYMENT**

                                                                                                                       

TITLE:           GRANTS & BUDGET ASSISTANT

 

STATUS:       EXEMPT      

 

GRADE:        I

 

DEPARTMENT/DIVISION: BUDGET & FINANCE / A & F

 

ORGANIZATION OVERVIEW:

A city of opportunity! Would you like to play a part in shaping the city of Boston and enjoy an engaging and exciting career focused on creating the future of Boston while respecting its past? The Boston planning & development agency is a self-sustaining agency focused on constantly improving and developing this wonderful city by making it a better place to live, work and play. The BPDA is a great organization to work with if you are seeking a fulfilling career with a positive culture that also affords you great benefits and work-life balance. 

 

POSITION OVERVIEW:

Under direction of the Grants & Budget Manager for OWD, this position will 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 and cross reference budget data for accuracy. This role will approve CBO budgets and budget revisions and maintain documentation and records of all transactions.

 

ROLES & RESPONSIBILITIES:

 

  • 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
  • Perform 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 statements 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

MINIMUM QUALIFICATIONS

  • Associates degree in Accounting, Business Administration or related fields required, Bachelor’s degree preferred
  • Minimum of 1-year experience required, consideration given to internships
  • Experience with bookkeeping software and financial edge software preferred but not required
  • Accounts payable experienced highly desirable
  • Attention to detail and ability to catch data entry errors
  • Public sector experience preferred

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT

 

  • Work Environment – Normal Office Environment
  • Physical Requirements – Ability to spend extended periods of time with data entry and computer interface. Little or no exertion
  • Scope – Entry level

 

** BOSTON RESIDENCY IS A CONDITION OF EMPLOYMENT**

 

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