VP of Grants and Contracts Fiscal Management
Position Title : Vice President of Grants and Contracts Fiscal Management
Reports To : SVP of Finance
Position Type : Executiv e
Supervising Staff : Yes
Position Summary
Come join a growing team with opportunities to lead transformative change! Goodwill NYNJ is looking for a Vice President of Grants and Contracts Fiscal Management who is driven by their ability to cultivate an environment which encourages maximum productivity, professional development, open communication, and cross functional teamwork. Reporting to the SVP Finance, the VP of Grants and Contracts Fiscal Management will have direct accountability and responsibility for a team responsible to ensure the fiscal administration of government contracts and philanthropic grants, including the submission of budgets, fiscal reports, revenue claims, budget modifications and all supporting documentation required by City, State and Federal funders and private funders through philanthropic grants. The VP of Grants and Contracts Fiscal Management will be accountable to lead and oversee the booking of appropriate receivables , management of subsequent cash collections and timely / accurate application of payments . The VP will ensure the right people, processes and systems are built and in place to sustainably and repeatable engage in such activities.
The VP will be both and a player and coach for the fiscal team, with accountability for the creation and submission of work products and leadership, development and supervision of a team of fiscal officers that do the same, collectively covering all grants and contracts fiscal administrative and operational needs. The VP will coordinate engagement with other members of the Finance team, as well as the Mission Services leadership team to ensure that accurate fiscal information is available for internal reports and analyses.
This is a leadership role, focused on strengthening grants and contracts A/R management and collections, business partnerships and improving the efficiencies and quality of financial reports and data for reimbursement and to facilitate decision making by Goodwill’s Mission leadership.
Must have a strong accounting background!
ABOUT GOODWILL INDUSTRIES NYNJ:
Goodwill NYNJ empowers individuals with disabilities and other barriers to employment to gain independence through the power of work. Founded more than 109 years ago, Goodwill believes in never leaving talent behind and that a positive world is where all talents are recognized. We are a leading human services organization in Newark and New York City, serving over 8000 people a year. Additionally, operating over 30 retail locations Goodwill is known for its retail stores and as a destination for donating goods – our retail operations make a material sustainable impact on textile reuse. Goodwill NYNJ is a 501(c)(3) nonprofit organization. Headquartered in Brooklyn, New York, Goodwill NYNJ has an annual operating budget of approximately $110 million and approximately 800 full-time and part-time employees, and another 500 temporary employees through, GoodTemps , Goodwill’s temporary firm working at City and State jobs.
Essential Functions
- Lead contract administration for Mission programs to ensure fiscal compliance with program/project requirements, creation and submission of necessary contract modifications and budgets , timely revenue claims and report filing and timely collection of receipts
- Prepare program budgets for Funders and ensure that programs maintain acceptable fiscal standards, thus remittances from funding agencies are assured
- Analyze revenue/expenses bi-weekly, monthly, quarterly according to funding agency and Goodwill’s requirements
- Perform general ledger account reconciliations on a monthly basis
- Review and prepare journal entries for monthly revenues and other journal entries, and supervise and develop systems for the monitor ing of programs ’ petty cash expenditure and balance, monitor client voucher distribution
- Follow-up on outstanding payments (receivables) from funding sources
- Keep in regular communication with the SVP of Finance, CFO, and EVP of Mission Service s on receivables needing attention or intervention from higher management along with receivables ageing schedules
- Monitoring Fiscal transactions, recommending necessary adjustments to spending pattern s to ensure expenditures are kept within budget lines
- Prepare audit work-papers for agency wide audit and program audits
- Supervise and develop Fiscal Officers
- Build sustainable processes for key areas of supervision and accountability; including develop ment of Fiscal Officers and other junior financial team members
Key focus areas:
Financial Stewardship
- Oversee and manage monthly close for mission programs including:
- Ensure all revenue and expense accounts are properly accrued
- Monthly review process for all balance sheet and P&L accounts where you have ultimate financial oversight
- Ensure adherence to / establishment of SOPs and establishing and tracking unit performance standards. Fostering an environment of continuous improvement
- Ensure financial oversight and stewardship roles with a continuous lens of a proper control environment and segregations of duties
- Monthly reporting to leadership and mission management
Process Improvement
- Lead key transformation initiatives to improve vouchering, A/R management, cash collections and reporting by:
- Learning the needs of the organization and identifying opportunities to leverage systems to develop streamlined, informative, reporting
- Strengthen team capabilities, including government contract billing, receivables management and reporting processes
Funder Relationships
- Develop and foster strong relationships with all funders to facilitate ongoing relationships thereby ensuring efficient issue resolution and two-way communications
Leadership
- Lead, motivate, and mentor the Grant/Contract team
- Implement an effective methodology for tracking all your team’s responsibilities, tasks and deliverables, prioritizing the most important, ensuring deadlines are met and flagging items that are at risk for too little attention
- Provide guidance and set goals and exceptions for your team
- Establish and measure performance standards for routine work
- Identify development goals for staff and helping staff pursue them
- Provide increased level of responsibilities and cross-training opportunities to both provide space to think more strategically and more effectively support the needs of the Mission Service Teams, Funders, Fiscal Counter Parts at Contracting Agencies, and Goodwill’s CFO and SVP of Finance
- Key Liaison and partner to peer VP of Accounting and VP of FP&A
Mission Service s and Contract Administration
- Establish / build strong relationships with fiscal counterparts at contracting agencies
- Review contracts in order to ensure fiscal compliance with programmatic and fiscal components of program/project
- Prepare program/project budgets and ensure that programs maintain acceptable fiscal standards, thus remittances from funding agencies are assured
- Following-up on outstanding payments (receivables) from funding sources
- Manage subcontractor and equipment purchases approval and administration using required funder processes.
- Monitoring f iscal transactions, recommending necessary adjustments to spending pattern to ensure expenditures are kept within budget lines
- Prepare audit work-papers for each program/project as required
- Ensure program compliance with both Goodwill and Funder fiscal requirements
- Stay abreast of new and evolving funder requirements and proactively communicate any new requirements to Mission leadership
Communication and Partnership
- Instill a culture of clear and concise written and verbal communication
- Ensure proper framing within emails, meeting
- Communicate in a b rief and to the point, but with the fit for purpose level of detail and data at the ready for times when we need to go into the details
- Begin in-person interactions with an active (e.g., asking questions or clarifying points, summarizing and going in with a neutral mindset) and reflective (e.g., briefly repeating your understanding) listening techniques
- Build internal customer service mindset , developing a routine financial planning and analysis engagement, and improving the quality of analyses
- An ability to connect the dots between multiple functions and see upstream and downstream opportunities to streamline work, and impact of work across multiple internal organization - Accounting, Fiscal Management, Mission Services and other parts of Ad ministration ( e.g. Compliance, Real Estate, Risk and Human Resources)
Qualifications
- Bachelor’s Degree in Accounting or Finance
- Minimum 8 years accounting experience, including at least 5 in a leadership /supervisory position within a $25M+ organization
- Experience with government and state grant reporting; NYC agencies , Medicaid, federal, state, and local laws, and codes required
- Strong communicator, able to effectively explain and simplify complex topics
- Ability to partner with others to ensure the Grants/Contracts team is meeting the needs of the organization.
- Demonstrated experience creating and streamlining financial reporting, which has resulted in increased efficiency and availability of useful financial information for decision-making
- Strong acumen in maintaining accurate financial records and preparing clear and accurate reports for operational use
- Ability to digest the complex requirements of the various government and non-governmental funders, translate those requirements into financial processes and systems and lead the execution of those processes and systems resulting in the financial deliverables
- High degree of integrity, professionalism and attention to detail
- Ability to work in a dynamic and mission-driven environment, managing multiple priorities
