Government Contracts Specialist/Financial Analyst

THE SALVATION ARMY

NORTH & CENTRAL ILLINOIS DIVISION

Divisional Headquarters

JOB DESCRIPTION

JOB TITLE: Government Contract Specialist / Financial Analyst

LOCATION / DEPT: DHQ - City Fund

REPORTS TO (TITLE): City Fund Finance Manager

FLSA CATEGORY: Exempt

STATUS TYPE: RFT

PAY GRADE: 408

PAY RATE: $64,195.00 - $78,639.00-$93,083

WHO WE ARE

At The Salvation Army, we are dedicated to "Doing the Most Good". We are made up of thousands of officers, soldiers, staff, volunteers, donors, and partners working together to holistically meet the physical, emotional, and spiritual needs of our most vulnerable neighbors. We do this through programs designed to combat homelessness and hunger, provide safe spaces for youth after school and on the weekends achieve and maintain sobriety, and give hope to the hopeless. The Salvation Army North and Central Illinois Division provides these services to people in need.

JOB SUMMARY

Responsible for ensuring compliance with government contract agreements, coordinating required data collection, and filing financial or other required reports with funding sources or regulatory agencies as necessary. Also provides City Fund Program Directors direct financial support that assists them in managing their programs and ensures compliance with established policies and procedures of the Salvation Army, generally accepted accounting principles and contract requirements as necessary.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Financial Grant Budgeting:
  
  
  
  • Assist in the development of government contract related budgets, both for new and renewal contracts.
  • Assist Program Directors during the yearly budgeting process, to ensure all grant revenues and expenditures are included in the Program budgets.
  • For State Grants - assist and/or complete the budget in the State of Illinois' CSA Website and review the portal weekly to see when budgets are linked to contracts and pull down the Agreement and Budget for reporting and audit purposes. Communicate this to the Program Directors at the institutions.
  • For City Grants - assist and/or complete the budget for the City of Chicago Grants. Review the iSupplier portal weekly to see when the grants are approved and Release Packages have been uploaded and pull them down for reporting and audit purposes. Communicate this to the Program Directors at the institutions.
  
  
  
  
• Financial Grant Related Tasks (Daily/Weekly/Monthly):
  
  
  
  • Function as a resource to all Program Directors or their designee in helping them understand the contractual parameters upon which their programs are funded from the government agencies. This includes:
    
    
    
    • Assisting Program Directors or their designees with grant vouchers / billings to government or private funding sources on a timely basis, enhancing City Fund cash flow positions.
    • Ensuring that expenditures of grant funds follow both Salvation Army and funding agency guidelines or requirements.
    • Preparing regular analyses of actual versus budgeted income and expense variances relating to government grants/contracts and to assist Program Directors in their decision-making process and the identification of unfavorable revenue or spending trends
    • Review the Voucher entries in the Acumatica Receivables Module that are entered by the various institutions. Review the voucher backup that is uploaded and approve or reject the entry. If rejected, reach out to the institutions to discuss necessary changes for vouchers to be approved.
    
    
    
    
  • Assist with researching or resolving questions from vendors, Program Directors and outside grant agencies as requested, including utilizing Acumatica and other systems as necessary, if institutions cannot retrieve the necessary information from their inquiries to the funders. This might require reviewing funder websites as well as reaching out to funders directly to reconcile variances or retrieving missing information.
  • Compile workpapers and analyses and record the grant information into the Grant Tracking Database as information is updated. Review this on a quarterly basis for any changes that haven't been included.
  • Other duties as assigned.
  
  
  
  

• Financial Reporting and Monitoring
  
  
  
  • Prepare and file financial reports and other documentation to funding organizations as required on a timely basis. This includes:
    
    
    
    • Illinois Gata Grantee Portal - ensure Salvation Army is in good standing with all pre-qualification requirements. Complete sections as necessary. This includes but is not limited to:
      
      
      
      • Fiscal & Administrative Internal Controls Questionnaire (ICQ)
      • Indirect Cost Rate Election
      • Active Audit Sections (This requires input both at the beginning of the State FY of 7/1 and at the end with reports for 6/30, as well as the SA Audited Financial Statements.
      • Upload all documents to this portal
      
      
      
      
    • Centralized Repository Vault System (CRV) - upload all documents required that were mailed to the SA from the State of Illinois. (i.e.: IDHS Checklist, Demographics, Grant Reports, etc.).
    
    
    
    
  • Complete Quarterly SEFA's (Schedule of Federal Awards) for review by the City Fund's Director of Finance to ensure that grant funds are being tracked in a timely manner, and to prepare for the year-end audit.
  
  
  
  
• Financial Audits:
  
  
  
  • Compile reports, workpapers and analyses as requested by the following:
    
    
    
    • Internal Auditors (THQ)
    • External Auditors (GT - Audit Firm contracted by SA)
    • External Auditors (FAR & Monitoring) - Government funders such as HUD, FBOP, IDHS, City of Chicago, and any outside audit firm hired by these funders to complete audits and/or reviews.
    
    
    
    
  • For Government funder audits/reviews - Coordinate with the Funder to schedule the audit and then coordinate with the Program Directors the timing of the audit/review.
  • For Government funder audits/reviews - Provide Responses to Findings and/or comments and provide them to the Funder and Program Director, as well as the external auditors, GT.
  
  
  
  

REPORTING RELATIONSHIPS

This position reports to the City Fund Finance Manager.

This individual interacts with a wide range of contacts within and outside the Salvation Army.

This includes extensive interaction with program staff, Program Directors, Corps Officers and program funders.

In contacts related to this position's duties, this individual acts as a representative of the Army and its mission.

PERFORMANCE MEASURMENTS

This individual will be evaluated on how effectively the outcomes of this position are achieved as well as the timeliness, accuracy and completeness of accomplishing assigned goals

An evaluation of how effectively staff and professional contacts respond to the services being provided will also be done.

EDUCATION/EXPERIENCE

• A Bachelor's degree in accounting, finance or related field.
• 4 to 8 years of experience with accounting, financial analysis and government contracts in a not for profit environment.
• Valid Driver's license/MVR clearance

COMPENTENCIES:

• Willing to promote the mission of the Salvation Army.
• An interpersonal style that is service oriented as well as anticipates and responds to the needs of client departments.
• A demonstrated ability to manage projects, priorities, and information in a constantly changing environment.
• A problem solver with a demonstrated ability to investigate and resolve problems.
• Ability to gather information, consults others, analyzes options, and works in a team environment as well as work autonomously.
• A positive attitude and the ability to be flexible in light of changing job situations/priorities.
• Precision in managing detail, procedures, processes and policies.
• A communication style that exhibits the principles and values of the Army as well as fosters team relationships and effectively communicates information.
• A working knowledge of the principles of accounting and contract management, especially in a not for profit setting.
• An understanding of data management, procedure development and flow of information.
• Excellent communication (verbal and written) and interpersonal skills, using diplomacy
• and good judgment.
• A "hands-on" knowledge of how to effectively work with diversity in the workplace.

POSITION LIMITATIONS

• This individual will only commit Army resources that have been allocated or approved.
• This individual will keep the City Fund Accounting Manager informed on all critical issues relating to his/her area of responsibility.
• This individual will adhere to all Army policies and procedures in carrying out the responsibilities of this position.

PHYSICAL DEMANDS/WORK ENVIRONMENT

• This position is required to do light physical work.
• In order to successfully perform the essential functions of this position, the employee is regularly required to use standard office equipment and a PC.
• The work environment for this position includes an office environment with a low noise level.
• Must be able to drive, traveling throughout the division to program locations is required.
• Travel to program locations will be required.

THE SALVATION ARMY MISSION STATEMENT

The Salvation Army, an international movement, is an evangelical part of the universal Christian church.

Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach

the gospel of Jesus Christ and to meet human needs in His name without discrimination.