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Accounts Payable and Grants Manager
General Description:
Accounts Payable and Grants Manager is expected to practice the Recovery Model in all interactions with Persons Served. Interactions and interventions with Persons Served should be so coached within the Recovery Model that an outside observer to Arundel Lodge should be able to recognize the core elements of the Recovery Model.
These elements are non-linear and holistic, and emphasize hope, persons served responsibility, peer support, respect, empathy, non-stigmatizing language, empowerment, using persons served’ strengths, and self-determination. Arundel Lodge provides initial and on-going training and support to employees concerning the Recovery Model and employees are evaluated on their use of the Recovery Model to perform their assigned job responsibilities.
Primary Responsibilities:
The Accounts Payable and Grants Manager is responsible for maintaining the financial integrity of Arundel Lodge by overseeing all accounts payable processes and ensuring accurate and compliant financial invoicing and reporting for grant-funded activities. This role is essential to maintaining strong vendor relationships, supporting audits, and meeting all funding and regulatory requirements.
- Process and verify invoices, expense reports, purchase orders, and weekly check runs
- Ensure timely and accurate data entry into accounting systems
- Maintain vendor files and accounts payable records, including the Chart of Accounts
- Process outgoing payments (checks, ACH, credit cards)
- Prepare and file annual vendor 1099 reports
- Assist with:
o Budget development
o Insurance reviews and renewals
o IWIF audit
- Set up A/P files for each new fiscal year; manage record retention according to policy
- File semi-annual Maryland Sales Tax Returns and process routine tax refunds
- Reconcile monthly insurance changes
- Prepare journal entries for month-end and year-end closings
- Investigate and resolve discrepancies with vendor statements
- Provide professional support and communication to vendors
- Maintain cost records for organizational vehicles
Grants Management
- Track and monitor grant budgets and expenditures
- Manage grant-related documentation, including invoices, receipts, and reports
- Prepare and submit billing statements and reimbursement requests to funders
- Monitor grant balances and understand grant terms in order to participate in ensuring compliance.
- Maintain accurate records and databases for all grants
- Reconcile grant revenue and follow up on outstanding payments
Additional Responsibilities
- Provide general support for financial reporting and analysis
- Stay up to date on relevant accounting standards and grant compliance requirements
- Communicate effectively with internal staff, external vendors, and funders
- Ensure confidentiality and compliance with all Arundel Lodge policies and procedures
Qualifications
- Associate’s degree in accounting, Finance, or related field (relevant experience may be substituted)
- 3+ years of experience with a degree, or 5+ years of experience without a degree in accounts payable and/or grants management
- Proficiency in Sage Intacct and Microsoft Excel
- Strong attention to detail and excellent organizational skills
- Outstanding customer service and communication abilities
- High ethical standards and commitment to confidentiality
Values and Expectations
All employees are expected to demonstrate and apply the principles of the Recovery Model in every interaction with persons served. This includes:
- Promoting hope, respect, empathy, and self-determination
- Supporting individuals by recognizing and building on their strengths
- Using non-stigmatizing language
- Encouraging personal responsibility and a holistic approach to care
- Arundel Lodge provides training on the Recovery Model. Employee performance will be evaluated based on the effective use of these principles in daily responsibilities.
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