Title: Finance & Grants Manager

State Role Title: Financial Services Manager I

Hiring Range:

Pay Band: 5

Agency: Dept of Historic Resources

Location: Dept of Historic Resources

Agency Website: dhr.virginia.gov

Recruitment Type: General Public - G

Job Duties

DHR seeks a customer-service oriented team player to serve as finance and grants manager within its Financial Services Division. In this position the individual is responsible for overall grant and revenue management, general accounting, accounts payable, accounts receivable, and cash receipt entry (deposits). The Finance and Grants Manager position reviews grant applications for compliance, maintains spreadsheets, reconciles accounts, prepares reports, and keys payments related to non-state and state agency grants to ensure compliance and that adequate levels of match exist. The position completes time and effort reporting for grants and uses Automated Standard Application for Payments (ASAP) for federal grant drawdowns. The position secures and processes W-9’s to add vendors to the Commonwealth Accounting System. The position is responsible for coordinating vendor and Employee Electronic Data Interchange (EDI) setup. Prepares and accurately codes journal entries (transactions). Prepares year-end close schedules and financial statement directive attachments. Assists staff with federal grant application and reporting, performs cash/revenue reporting and monitoring, and reconciliations. Coordinates/completes Financial Fiscal Year End closing for federal grants. Ensures files are properly maintained and accessible for audit purposes. Serves as liaison with the Virginia Department of Accounts (DOA) for error correction/compliance assurance.

Minimum Qualifications

DHR seeks a customer-service oriented team player to serve as finance and grants manager within its Financial Services Division. In this position the individual is responsible for overall grant and revenue management, general accounting, accounts payable, accounts receivable, and cash receipt entry (deposits). The Finance and Grants Manager position reviews grant applications for compliance, maintains spreadsheets, reconciles accounts, prepares reports, and keys payments related to non-state and state agency grants to ensure compliance and that adequate levels of match exist. The position completes time and effort reporting for grants and uses Automated Standard Application for Payments (ASAP) for federal grant drawdowns. The position secures and processes W-9’s to add vendors to the Commonwealth Accounting System. The position is responsible for coordinating vendor and Employee Electronic Data Interchange (EDI) setup. Prepares and accurately codes journal entries (transactions). Prepares year-end close schedules and financial statement directive attachments. Assists staff with federal grant application and reporting, performs cash/revenue reporting and monitoring, and reconciliations. Coordinates/completes Financial Fiscal Year End closing for federal grants. Ensures files are properly maintained and accessible for audit purposes. Serves as liaison with the Virginia Department of Accounts (DOA) for error correction/compliance assurance. Considerable knowledge of GAAP; federal grant compliance regulations; complex and varied fiscal accounting functions, activities and operations. Demonstrated ability to apply and adapt accounting principles; prepare, analyze and reconcile reports and statements; communicate effectively both orally and in writing; develop, implement and interpret fiscal policies and procedures; proficient skills in using automated systems to prepare and monitor fiscal transactions (i.e., Cardinal, Microsoft Word, Excel, Access, Outlook, etc.). The successful applicant will have considerable accounting experience and knowledge of concepts in the Commonwealth Accounting Policies and Procedures (CAPP) manual and Generally Accepted Accounting Principles (GAAP).

Experience demonstrating grant and revenue management, general accounting, accounts payable, accounts receivable, and cash receipt entry (deposits).

Experience reviewing grant applications for compliance, maintaining spreadsheets, reconciling accounts, preparing reports, and keying payments related to non-state and state agency grants to ensure compliance and experience ensuring adequate levels of match exist.

Experience demonstrating proficiency in Microsoft Word and Excel required.

Experience demonstrating proficiency preparing year-end close schedules and financial statement directive attachments.

Experience demonstrating proficiency assisting staff with federal grant applications and reporting, performing cash/revenue reporting and monitoring, and reconciliations.
Experience demonstrating proficiency coordinating and completing Financial Fiscal Year End closing for federal grants.

Experience demonstrating proficiency managing financial files to ensure they are properly maintained and accessible for audit purposes.

Experience demonstrating the ability to interpret and apply state and federal guidelines; research, analyze, and reconcile financial data, solve problems; prepare reports, and provide quality customer service to grantee’s, the public, other state agencies and the legislature.
Experience demonstrating verbal and written communication skills for effectively interacting with all levels of agency staff, candidates and stakeholders.

The successful applicant will have experience demonstrating attention to detail, problem-solving, accuracy in work product, exceptional organizational skills, and the ability to work effectively with agency staff, coworkers and independently with minimal supervision.
The successful applicant will have experience demonstrating organizational skills for effectively managing multiple tasks, priorities and deadlines.

Additional Considerations

Knowledge of state policies for expenditures, prompt pay, and deposits is preferred.

Knowledge or experience with QuickBooks, Cardinal (or other Enterprise Resource Planning (ERP) or Oracle-Based system), Grant Solutions, Grants.gov, and ASAP highly preferred.

Experience with state central agency fiscal and accounting functions, activities and operations preferred.

Graduation from the college or university level with a degree in accounting, finance or related field in preferred. Considerable experience as an accountant, financial analyst, or auditor in State or Federal Government is preferred.

The selected candidate will be required to complete a criminal background check as a condition of employment. A valid driver's license is required.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Contact Information

Name: Heather Smolka

Phone: 804-482-6447

Email: Heather.Smolka@dhr.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.