Grants and Contracts Manager

Point Blue Conservation Science • Full-time • Petaluma, California • 1m ago

Point Blue Conservation Science seeks an experienced Grants & Contracts Manager to oversee the management, budgeting and compliance of $50M+ in state and local grants and contracts.

Reporting to the Director of Finance, this position will collaborate on grant and contract proposal development, submission, and pre- and post-award administration, including extensive sub-awards. This role fosters effective internal and external communication and is responsible for financial and non-financial data, compliance reports, and grant billings.

This is a hybrid remote position, with a salary range of $90,000 to $110,000 depending on qualifications and internal equity.

About Us:
Point Blue works to reduce the impact of climate change, habitat loss, and other environmental threats, developing nature-based solutions to benefit wildlife and people. We are a fast-paced, rapidly growing nonprofit with over 160 staff and scientists who partner with land and water managers, fishers, farmers, ranchers, cities and counties to improve the health of our planet. Our warm and inviting headquarters is located near the wetlands outside of Petaluma, CA. Learn more about us at www.pointblue.org.

Key Responsibilities:

Contract & Grant Administration

Responsible for administration the WCB SMP and Roots block grants, including all subcontracts and sub grants.
Manage the calendar to track grant requirements and deliverables. Ensure all required reports are prepared and submitted in accordance with contract or grant requirements.
Maintain contract files (e.g., contracts, correspondence, modifications, data deliverables) in accordance with government regulations and Point Blue’s policies.
Act as Point Blue’s liaison with funders on all financial matters. Negotiate agreements, contract terms, modifications, and manage all contract related documentation. Review and approve budgets submitted to external agencies. Review vendor contracts for compliance and recommend modifications as needed.
Ensure payments to sub-recipients and vendors comply with grant requirements. Review sub-award procedures to ensure compliance and recommend changes as needed. Review and provide approval for specific sub-awards.
Maintain the Schedule of Federal Expenditures for the A-133 audit. Represent Point Blue in annual A-133 audit and other federal agency reviews.
Research and interpret government regulations as they apply to contracts and advise program managers of contractual rights, responsibilities, and obligations. Monitor contracts for compliance with applicable laws, regulations, and corporate policies and initiate corrective action as required.
Identify, develop, implement and maintain best practices, policies, procedures, and guidelines and provide training to program staff as required to ensure compliance.

Accounts Receivable, Invoicing & Financial Reporting

Monitor and review restricted grant funding and contract billing to prepare monthly revenue recognition and release-from-restriction journal entries

Prepare and submit accurate and timely invoices to funders in accordance with terms and conditions of contract/grant.
Compile required backup documentation to be submitted with each invoice.
Initiate journal entries and corrections to ensure accurate allocation of revenues and expenses.
Ensure Point Blue receives timely payments from partners: Monitor A/R, prepare reports, and follow-up with funders on aged receivables.
Perform regular reconciliations between ledgers, sub-ledgers, and grant records to ensure accuracy and compliance

Budgeting & Collaboration

Work with agencies to negotiate terms, determine budget categories, and resolve invoicing questions.
Partner with CFO, Controller, and senior management in the budgeting and planning process. Provide financial analysis and budgeting support for complex grants.

Collaborate with program staff and cross-functional teams to develop proposals to ensure budgets are realistic, and narratives are in line with the budget. Establish budget requirements, ensure Point Blue’s budgeting standards are met, and determine how to monitor and report the use of funds to an awarding agency. Ensure funding is used in an optimal way, including timing of releases and to strategically direct project resources.
In partnership with program staff, formulate strategies for funding sources, allocation of budget, funding for hiring, areas of concern, and determining how much financing is required for the project/program to be successful.
Develop relationships internally and externally to foster understanding and effective communication of Point Blue’s programs and their relevance to the outcomes in the strategic plan.
Train budget managers on preparing proposal budgets and internal processes.
Provide budget support for program staff.

Summary of Key Qualifications:

2+ years’ related experience in non-profit accounting or contract/grant administration demonstrating strong knowledge of cost accounting, financial management systems, GAAP, and Federal OMB CFR-200 requirements.
Experience with California State grants, including managing complex grants and contracts from conception to conclusion. Knowledge of government branch administration and how to effectively navigate the various systems for proposal and payment processing.
Experience working with federal grants or cooperative agreements.
Experience with creating fiscal budgets.
Ability to understand and effectively communicate the business and financial implications of decisions made. Ability to effectively collaborate with internal teams and influence budget decisions.
Excellent verbal and listening skills; strong oral presentation ability. Strong interpersonal, communication, and writing skills and the ability to exercise effective professional judgment.
Proficient user of Microsoft Office applications including Word, Excel, and PowerPoint. Experience with financial systems and budgeting software (such as Vena) is preferred.
Personal initiative and work collaboratively as a member of a diverse, multi-cultural team. Ability to guide and coordinate the work of others. Must be self-motivated, resourceful, results-oriented, and able to manage multiple tasks with conflicting priorities and deadlines.
Bachelor’s degree in accounting, a related field, or equivalent experience.

Working at Point Blue Conservation Science
Point Blue is a fast-growing, collaborative team of scientists and professional staff committed to making a real difference through our shared work. We provide a hybrid work-environment in a beautiful work setting. Our benefits include a generous healthcare plan, 15 vacation days, 12 sick days, 8 holidays and 3 personal days. Insurance benefits include long-term care, disability, vision, life, and dental insurance. 401(k) retirement plan with discretionary matching contributions from Point Blue.

We are committed to removing barriers based on racial, gender, cultural, and other factors and believe that equal representation is essential to the success of Point Blue's mission and vision. We seek and strongly encourage applicants from all backgrounds to join our teams.

We are an equal employment opportunity employer and do not discriminate against applicants or employees because of race, color, religion, national origin, sex, sexual orientation, age, citizenship status, disability status of an otherwise qualified individual, membership or application for membership in an uniformed service, or membership in any other class protected by applicable law and will make reasonable accommodation for applicants with disabilities to complete the application and/or participate in the interview process.

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