Grants Coordinator

About the Organization:

It is an exciting time at the Capital Area Food Bank (CAFB) as we continue to undertake our mission. We know that creating long term solutions to food security requires more than meals. It requires education, training, and collaboration. We are seeking people with strong ideas and a passion to come together to address the complex interrelated issues of food security, poverty, and equity. We are expanding in multiple ways: providing food for today and addressing the root causes of hunger by partnering with organizations that provide critical services like job training programs, health care and education. Food has the power to transform lives and move everyone forward. Find out how on our website at capitalareafoodbank.org. Let us discuss how food is at the center of everyone's healthy life!

Description:

The Capital Area Food Bank works with an umbrella of donors: federal, state and local governments and private to provide funding for the purchase and distribution of healthy food to communities throughout the Washington Metro Area. Under the direction of the Director of Grants, the Grants Coordinator will play a critical role in helping the Grants & Finance team day-to-day grants management operations. This role requires a strong nonprofit U.S. GAAP accounting knowledge, excellent technology & system skills, and a passion for supporting our mission.

Applicants with interest in gaining experience with Robotic Process Automation (RPA) and/or AI tools in accounting are strongly encouraged to apply.

Essential Functions:

Grants Management – 80%

• Review and set up restricted grants in NetSuite (ERP system) based on the funding source/grants set up form submitted by Development and/or the Programmatic team.
• Assist the Director of Grants in preparing grant financial reports and invoices, as assigned.
• Reconcile assigned restricted grants monthly during the reporting periods, as requested or assigned.
• Prepare Financial Performance reports (Budget vs. Actuals) for assigned restricted grants.
• Assist the Grants Management team with the Financial Performance reports (Budget vs. Actuals) review meetings.
• Support the Grants Management team during Financial Performance Report review meetings with the project and program leads.
• Provide support in response to Programmatic team requests.
• Collaborate with the Programmatic team members to ensure the completeness and accuracy of grant accounting records.
• In partnership with the Programmatic and Food Resourcing teams, assist with allocating food purchasing and distribution costs, as needed.
• Support and maintain CAFB’s relationships with external grantors and funders, as required.
• Assist with maintaining the grant reporting schedule module in NetSuite.
• Support the maintenance of the Level of Effort (LOE) Management System.
• Maintain accurate and up-to-date grant records and documentation, including:
  • Grant agreements.
  • Internal and external budgets.
  • Funder communications.
  • Scopes of work.
  • LOE files (if applicable).
  • Financial reports.
  • Other relevant documentation.

Audit Support – 10%

• Assist the Controller, Director of Grants, and Grants Accounting Manager in responding to internal and external audit requests.

Relationship Management – 5%

• Cultivate and maintain positive relationships with grantors and funding agencies, serving as a point of contact for grant-related matters.
• Foster strong, collaborative relationships within the Grants and Finance team.

Miscellaneous – 5%

• Perform other related duties as assigned.

Requirements:

• Bachelor’s degree in Accounting, Finance, or a related field.
• Minimum of 1–2 years of experience in nonprofit grants management and/or grants accounting.
• Solid understanding of grant funding policies and procedures, including familiarity with Code of Federal Regulations (CFR) Part 200.
• Strong technology proficiency, including advanced Excel skills, combined with a solid working knowledge of accounting principles, policies, and procedures. Demonstrated ability to develop analytical methodologies, perform reconciliations, forecast and prepare budgets, and interpret complex financial statements and reports.
• Experience with complex ERP systems and related system integrations is essential.
• Strong understanding and application of U.S. GAAP, with a focus on grant accounting principles, compliance regulations, and financial reporting.
• Demonstrates excellent written and verbal communication skills, with the ability to communicate clearly and professionally across departments and with external stakeholders, including agency partners, vendors, funders, and grantors at all organizational levels.
• Proven ability to develop and maintain collaborative working relationships across diverse teams and stakeholders.
• Highly organized and detail-oriented, with exceptional organizational skills and the ability to independently manage multiple projects, prioritize tasks, and meet deadlines in a fast-paced environment.
• Demonstrated ability to handle sensitive financial and personnel information (e.g., employee salaries) with discretion and professionalism.
• Strong track record of working with diverse teams to achieve common goals.

Preferred Qualifications:

• While not required, candidates with strong technology skills and an interest in learning Robotic Process Automation (RPA) and AI technology are strongly encouraged to apply.
• Ability to align work with the organization’s short-, medium-, and long-term strategic goals, driving continuous improvement in quality, control, and efficiency, particularly within the grants function.

Other Skills, Abilities:

• Strong analytical mindset with the ability to make sound, data-driven decisions with limited supervision.
• Consistently demonstrates accuracy and thoroughness; seeks ways to improve performance and workflows and incorporates feedback to enhance quality.
• Builds and maintains effective working relationships across teams and departments. Demonstrates initiative in executing responsibilities with minimal supervision after training.
• Strong commitment to the Capital Area Food Bank’s mission, vision, and values.

Physical Demands & Working Conditions

The physical demands and working conditions 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.

• Sitting: 80% of the time.
• Keyboarding: 80% of the time.
• Ability to travel to sites, as needed, throughout the metropolitan area.
• As required by the duties and responsibilities of the position.

Reporting:

• Reports to Director of Grants

Application Process:

• Interested applicants must submit a cover letter and resume. Applications will be reviewed on a rolling basis.

Please Note: We do not accept walk-in applications or in-person status updates for any positions. All applicants must apply online. To check the status of your application, please log in to your personal Paycom application account. We kindly ask that applicants do not call to inquire about application status. Our HR team will contact you directly if you are selected for the next step in the hiring process.

Compensation:

• $67,500 - $71,000 annually
• This position is classified as non-exempt and is eligible for overtime pay in accordance with applicable federal, state, and local laws.

Schedule:

• Hybrid schedule: In-office on Mondays, with two additional flexible in-office days and two remote workdays per week.
• Office locations in Washington, DC or Lorton, VA

NOTE: Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

We Offer: At Capital Area Food Bank, we understand that great people make a great organization. We value our people and offer employees a broad range of benefits including competitive compensation and benefits, free onsite parking, complimentary shuttle to metro, professional development, growth, and volunteer opportunities, fun work in a diverse environment

EEO Statement:

Capital Area Food Bank welcomes and supports a diverse and inclusive work environment. We are committed to equal employment opportunities (EEO) for all applicants seeking employment and for all our employees. CAFB makes employment decisions based on organizational needs, job requirements and individual qualifications without regard to race, color, religion, sex, national origin, age, disability, marital status, sexual orientation, personal appearance, military status, gender identity or expression, genetic information, political affiliation, educational status, unemployment status, place of residence or business, source of income, reproductive health decision making or any other characteristic protected by law. Additionally, harassment or discrimination based on these characteristics will not be tolerated at CAFB. To perform the essential functions of this position, reasonable accommodations are available to qualified individuals with disabilities.