Grants Management and Compliance Supervisor

Grants Management and Compliance Supervisor
Metropolitan Transportation Commission
 San Francisco, California
Job Description

DEADLINE TO APPLY IS SEPTEMBER 19, 2021 AT 11:59 PM
IF YOU ARE INTERESTED, PLEASE APPLY IMMEDIATELY
First round interviews tentatively scheduled for Monday, September 27, 2021
A resume and cover letter are not required with your application, but highly encouraged

The Metropolitan Transportation Commission (MTC) is the transportation planning, financing, and coordinating agency for the nine-county San Francisco Bay Area. For more information about MTC, please visit www.mtc.ca.gov.

The Grants Management and Compliance Supervisor, under the direct supervision of the Accounting Manager, is responsible for the oversight, direction, and management of federal, state, and local grant programs for the Metropolitan Transportation Commission (MTC) and the Association of Bay Area Governments (ABAG). This includes administration, monitoring and reporting functions to ensure fiscal compliance. In addition, this position is responsible for contract management for the Metropolitan Transportation Commission (MTC), the Bay Area Toll Authority (BATA), the Bay Area Headquarters Authority (BAHA), 375 Beale Condominium Corporation, the Bay Area Infrastructure Financing Authority (BAIFA), the Bay Area Housing Finance Authority (BAHFA), Clipper, the Service Authority for Freeways and Expressways (SAFE), the Association of Bay Area Governments (ABAG), ABAG Finance Authority for Nonprofits (FAN), Advancing California Finance Authority (ACFA), ABAG Publicly Owned Energy Resources (POWER), and the San Francisco Bay Restoration Authority (SFBRA).

As the supervisor of the Grants Management and Compliance division within the Finance and Accounting Section, this role exercises independent judgment on diverse and specialized accounts/grants receivable functions with accountability and ongoing decision-making responsibilities associated with the work. The incumbent is responsible for training, planning, organizing, reviewing, supervising, and evaluating the work and performance of assigned staff. This position is also responsible for maintaining financial information technology applications including accounts/grants receivable, project allocation, purchasing, contract management, grant management and reporting compliance, general ledger and financial reporting, and providing professional level support to the business operations in a variety of areas. This position also develops and maintains partnerships with grantors, project managers and other MTC departments and sections.

SKILLS AND ABILITIES

The ideal candidate will have the following knowledge, skills, abilities and experience:

Knowledge of:

  • Principles and practices of grant administration and compliance, preferably in a government or public agency setting; ability to understand, interpret, and apply complex rules, regulations, and provisions related to grant program;
  • General principles and practices of public administration, financial administration, budget and grant preparation; governmental fund accounting and governmental reporting requirements;
  • Federal, State and Local grants and grant reimbursement, accounts receivable and cash receipts procedures;
  • Generally Accepted Accounting Principles (GAAP), Governmental Accounting Standards (GAS), and Uniform Guidance;
  • Automated financial accounting systems, in particular, General Ledger, Accounts Receivable, Cash Receipts; Contracts and Purchasing modules; Computer proficiency using Microsoft Office Suite and other PC-based applications.

Skills and Abilities

  • Research, identify, analyze and apply grant requirements; interpret and apply Federal, State, and local policies, procedures, laws and regulations;
  • Administer a complex, high-volume grant program; experience providing technical guidance and assistance regarding terms, conditions, and expectations of a grant program;
  • Exceptional organizational skills and the ability to coordinate several concurrent projects at various stages of completion; ability to adapt to changing priorities and deadlines;
  • Review and edit data for accuracy and completeness; prepare written reports and grant documents; make public presentations; work cooperatively and productively as a member of a team; train and supervise staff; establish and maintain effective working relationships with regulators and outside agencies;
  • Excellent customer service skills; demonstrated ability to establish and maintain cooperative working relationships; ability to maintain composure and a professional attitude when working under tight deadlines and with frequent interruptions;
  • Communicate effectively, both orally and in writing to a broad range of audiences
  • Demonstrated ability to maintain tracking and reporting systems using spreadsheets, databases, and other software.

Experience with:

  • Reviewing invoices for the reimbursement of project expenses, or for direct payment, including the verification of expense eligibility and accuracy and completeness of supporting documentation; experience assembling and preparing documentation for approval and reimbursement;
  • Coordinating the timely submission of progress reports; experience analyzing project progress, preparing summary reports that communicate project and program status and recommending follow-up actions when insufficiencies are found.

MINIMUM QUALIFICATIONS

An appropriate combination of education and experience that has provided the required knowledge, skills and abilities is qualifying. A typical way of obtaining the required qualifications is:

  • Education: A Bachelor's degree from an accredited college or university in an appropriate field related to the area of assignment such as accounting, finance, public or business administration, or a related field, including a minimum of 24 semester-hours in accounting; A Master's degree in one of these disciplines is highly desirable. (Applicants with a degree issued from an institution outside the United States must have their transcripts evaluated by an academic accrediting service and provide proof of equivalency along with the application.)
  • Experience: Seven years of increasingly complex and diverse professional accounting work experience, two years of which having full supervisory responsibility for two or more major accounting functions, including the equivalent of two years as an Accountant/Auditor III for MTC.

License/Certificate

  • Possession of a valid California Class C driver's license and a safe driving record, or the ability to provide alternate transportation which is approved by the appointing authority.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Under the direct supervision of the Accounting Manager, the specific duties and responsibilities include, but are not limited to, the following:

Grants Management and Compliance

  • The Grants Management and Compliance Supervisor plays a lead role in management and administering of MTC/ABAG federal, state and local grants;
  • Develop and maintain data collection and evaluation metrics for various grant programs;
  • Keeps abreast of grant regulations and requirements. Conducts research, collects data, and responds to inquiries from regulatory agencies;
  • Maintains effective relationships with funding agencies and providing technical assistance and reports to project managers;
  • Act as lead for grants awarded to subrecipient; coordinates compliance and reporting activities between MTC/ABAG and its subrecipients;
  • Develops and implements monitoring policies and procedures to ensure compliance with federal requirements;
  • Oversee special grant projects including development of schedules, project monitoring, and program-specific reporting;
  • For specific grants calculates funding splits, blended rates, and allocations as established by the grant agreement;
  • Attend training related to Federal, State and Local grant programs and Uniform Guidance; ensure accounts/grants receivable staff attend training pertaining to financial reporting requirements;
  • Lead training sessions with staff related to grant management; Conducts workshops for interested parties (Project Managers, Budgets, Procurement, internal and external stakeholders) regarding grants reporting requirements;
  • Develop and maintain systems that efficiently and effectively support grant program administrative functions; manage documentation for accounts/grants receivable and contract records in accordance with MTC/ABAG and Federal records retention policies;
  • Produce a variety of management and administrative reports;
  • Participate in regular internal grant coordination meetings and conducting follow-up actions as necessary.

Accounts Receivable

  • Oversee preparation of accounts receivable invoices to be sent to funding agencies in accordance with grant agreements, federal, state, and local laws and regulations using information generated by the accounting system. This includes analyzing expenditures for appropriate grant assignment and ensuring match requirements are met; thorough review of supporting documentation such as invoices, timecards, progress reports, and contracts documentation, compiled by accounts receivable staff, to ensure compliance and eligibility with terms of grant agreement;
  • Track cumulative amounts and balances remaining for each grant; coordinates with budget section on budget balances and amendments; Configures grant, grant budgets, and grant amendments in accounting system applying grant limits and local match requirements;
  • Review grant awards for reimbursement and reporting requirements; Research, analyze, and identify local match requirements;
  • Develop reporting schedules and deadlines for new grants receivable to ensure timeliness of required financial reports;
  • Configure new accounts receivable vendors, general ledger/job ledger structure in accounting system; Create and maintain recurring journal entries utilized by accounts receivable staff to prepare monthly billing;
  • Review and post accounts receivable batches prepared by grants receivable staff;
  • Review and post general ledger journal entries and supporting documentation prepared by grants receivable staff;Review and post deferred revenue entries prepared by grants receivable staff;
  • Oversee preparation of miscellaneous and interfund manual invoices;
  • Monitor monthly, quarterly and annual processing deadlines.

Collections and Cash Management

  • Establish and maintain good working relationship with grantors; Work with grantors to follow-up on outstanding receivables and disputed costs;
  • Prepare and analyze accounts receivable aging report on a monthly basis; Ensures receivable are collected timely; Prepares analysis for outstanding items and provides collection resolution; Reconciles AR Aging Report to General Ledger on a monthly basis;
  • Assist Treasury with the identification and application of Federal, State and Local cash receipts;
  • Review electronic drawdown of federal funds which includes verification of drawdown category from Project Managers;
  • Monitor cash balances to ensure timely accounts receivable submission and collections; verify availability of funds to approve release of certain accounts payable invoices.

Budgeting

  • Participate in annual budget/Overall Work Program (OWP) and subsequent amendments development as it relates to grants, providing information on grant expenditures to date, grant balances, effective dates and match requirements;
  • Implement and monitor revenue and expenditure budgets and financial reporting for awarded grants; prepares reports, memoranda, and correspondence; maintain statistical records;
  • Provide project managers and executive management with an early warning and practical options for potential cost overruns related to awarded grants;
  • Maintain consultant and staff grant budget in accounting system in accordance with adopted budgets and amendments.

Coordination and Collaboration

  • Maintain regular contact with MTC departmental staff and management to ensure compliance with grant accounting requirements;
  • Coordinate with project managers regarding new grants and specific reporting and match requirements; Assist Project Managers with on-going questions and preparation of monthly and grant close-out reporting in accordance with grant regulations;
  • Evaluate policies, procedures and workflows to identify processes that need revision or improvement to ensure efficient operation of the Grants and Compliance section; document and implement resulting new policies, procedures and workflows;
  • Analyze operational needs related to accounting computer systems; develop and supervise the implementation of such systems to achieve and maintain grant compliance;
  • Collaborate with executive leadership to determine need for additional resources to achieve current goals and objectives or address new or emerging grant-related or regulatory requirements.

Financial Reporting

  • Responsible for oversight, preparation, and review of complex accounting records, reports and statements; conducts performance monitoring of grant awards from the California Department of Transportation, federal, state, local, and other grant programs;
  • Oversee, coordinate, and respond to federal, state, and local audit investigations;
  • Oversee preparation of Schedule of Expenditures and Federal Awards (SEFA) in accordance with Generally Accepted Accounting Principles (GAAP), Governmental Accounting Standards (GAS) and Uniform Guidance;
  • Prepare schedules in conjunction with subrecipient monitoring in accordance with Uniform Guidance requirements;
  • Prepare financial reports in accordance with Generally Accepted Accounting Principles (GAAP), Governmental Accounting Standards (GAS) and Uniform Guidance (UG); Record and report financial transactions within budgetary controls and by fund, program, funding source and department; Prepare financial reports and audit work papers; Perform audit reviews and analyses; Performing other related duties as required;
  • Provide other grant-related and accounts receivable support in conjunction with financial and compliance audits;

Contract Management

  • Responsible for contract management for the Metropolitan Transportation Commission (MTC), the Association of Bay Area Governments (ABAG), and all affiliated entities;
  • Oversee entry of vendor contracts and amendments in financial accounting system; coordinates with project managers, and contract and budget sections to determine appropriate funding and local match for grant-related contracts; Assign general ledger/job ledger accounting structure;
  • Manage contract records in accordance with MTC and Federal records retention policies.

Supervisory Responsibilities Staff Performance and Development

  • In the absence of the grants receivable staff, perform all accounts receivable, grants management and contract management responsibilities;
  • Participates in the hiring and selection of staff; mentors and trains new and existing staff; works with employees to correct deficiencies; tracks and implements disciplinary procedures as needed;
  • Provide guidance, direction, training and succession planning;
  • Participate in ongoing work review to improve performance, standard operating procedures and grant related processes;
  • Maintain ongoing career development for yourself and direct reports;
  • Pursue professional development opportunities; stay abreast of new trends and innovations in the field of grant management and compliance, financial analysis, and program management;
  • Prepare, perform, and communicate periodic Performance Evaluations;
  • Manage deliverables and deadline adherence.

Other Duties

  • Reconcile retention receivables; coordinates retention release with accounts payable and project managers; Ensure collection of outstanding receivables associated with retention from grantors;
  • Preparation of reports, schedules and analyses related to grants and accounts receivable and contract management;
  • Perform other job-related duties as need or assigned.

All employees at MTC are classified as Disaster Services Workers.

Apply