Overview

The Literacy Alliance Grants Specialist supports the effective grant management of the organization including compiling and submitting grant invoices, maintaining grant compliance documentation, monitoring grant budgets, and compiling financial or outcome reports. The Grants Specialist also assists in the submission of grant proposals, researches new grant opportunities, ensures proper recognition of grant funders, and promotes the organization to increase awareness among existing and potential grant funders or donors. Detailed responsibilities for this role include the following.

Financial management

Organize and maintain grant financial tracking and documentation systems to produce invoices that meet funder requirements, and ensure transparency and accountability.
Review, approve and maintain timesheets and ensure compliance with grant reporting requirements.
Remain knowledgeable of financial reporting and compliance requirements for grant funders including multiple government funders.
Maintain documentation of grant expenses and use documentation to submit invoices to government and private funders.
Pay authorized grant expenses and process grant and donation deposits.
Reconcile bank statements to update grant reporting.
Provide thank you letters and donation receipts to grant recipients and donors.
Maintain and ensure effective operation of online donation processing.
Collect and process supply orders applied to grants from staff on a regular schedule.
Maintain organization of bills, vendor contracts, payment receipts and related financial documents.
Maintain organization’s financial policies and procedures in compliance with grant funders.

Funder and Audit Compliance

Compile timesheets and related financial records for submission with grant invoices, audit requests, or other compliance requests.
Ensure compliance with human resources requirements of funders and auditors by producing and submitting reports on pertinent human resources information such as qualifications, background checks, training, and related information.
Monitor and ensure progress on funder compliance tracking sheets, organize related items, and establish new tracking systems for other stakeholders.
Ensure complete, accurate and on time grant reports. Report completion can include compiling and submitting Finance and HR related documentation and invoices as well as drafting and inputting report response narratives related to program activity.
Oversee development, finalization, and documenting of Memorandums of Understanding (MOU’s) with program partners.

Onboarding

Conduct onboarding and schedule training for new staff and AmeriCorps Members in compliance with grant requirements.
Maintain records and files of personnel-related data for grant reports, audits and compliance.
Conduct background checks or prospective employees and AmeriCorps Members as required by grant funders.
Assist staff in planning and conducting staff and AmeriCorps Member orientations that meet grant requirements to include organizational general operation, use of technology, building access, etc.
Draft and ensure execution of employee contracts in compliance with grant requirements.

Record Keeping

Maintain, support, and update the timekeeping system for grant compliance purposes.
Maintain enrollment and retention records and status of staff and AmeriCorps Members.
Maintain official company position descriptions in compliance with grant requirements and annually certify agreement with appropriate staff.
Compile AmeriCorps reports related to AmeriCorps Member activities, evaluations, and training.
Maintain documentation of staff training and professional development for internal and external review.
Input HR and compliance reports into funder reporting systems for grant documentation.
Maintain Employee Handbook and related policies and procedures to ensure grant compliance.
Assist in collection of staff performance reviews in compliance with grant funding.
Policies and Procedures
Update Employee and AmeriCorps Member handbooks and related policies and procedures as needed to ensure grant compliance.

Payroll

Assist in preparing and submitting bi-monthly payroll by reviewing and approving timesheets and reimbursement requests.
Maintain function of the payroll system and proper accounting for grant compliance.
Marketing & Communications
Update website as needed including news items, success stories, staff listings and general information.
Distribute internal communications regarding policies and procedures related to grant compliance.
Assist in online fundraising efforts and annual fundraising campaigns.
Assist in grant management, fundraising, marketing and operations projects and other relevant duties as assigned.

Qualifications

Experience, education and interest in nonprofit grant management and finance.
Bachelor’s Degree in related fields such as nonprofit management, communications, finance.
Exceptional organizational and analytical skills.
Quality verbal and written communications skills.
Competency with and affinity for Google Workspace.
Clear background and credit check.

Compensation and Benefits

$46,000 starting salary with opportunity for advancement
Health benefits including vision and dental
Retirement plan with 2% of salary annually provided
Free parking
Professional development costs covered

Literacy Alliance of Northeast Florida

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Grants Specialist