Grants & Contracts Manager

The Legal Aid Society, the nation's largest and oldest public defense and civil legal services provider is dedicated to a simple yet powerful mission: ensuring that no individual is denied the right to equal justice. For 148 years, we have protected, defended, and advocated for those who have struggled in silence for far too long - working on the front lines and behind the scenes to offer the people we serve the exceptional legal services they deserve. Through our Civil, Criminal Defense, and Juvenile Rights Practices, we offer an unmatched depth and breadth of legal expertise to vulnerable New Yorkers every year in over 200,000 individual legal matters while also impacting millions with effective advocacy, impact litigation and legislative agenda. We are dedicated to blunting the impact of poverty on individuals, families, and communities.

The Legal Aid Society (LAS) has an annual revenue of more than $400 million in restricted City, State, and unrestricted development revenue to fund its three practice areas, Criminal Defense, Juvenile Rights and Civil Legal Services.

The Grants & Contracts Manager is responsible for the management of one of two Grants & Contract Teams that report to the Director of Finance and Grants Management. The Manager's work includes being accountable for individual grant budget reviews and submissions, grant billing activities, budget modifications, closeouts, receipts, and cash flow activities. The position is responsible for monthly, quarterly, and annual grant invoices and requested information to be submitted to the LAS City, State, Federal and private funders. The Grants and Contracts Manager reviews and prepares materials in support of the team, takes a leadership role in meetings with the heads of LAS Practices and other finance departments including Payroll, Financial Planning and Analysis, Accounting and Accounts Payable.

ESSENTIAL DUTIES/RESPONSIBILITIES

Leadership and Management

• Assist the Director of Finance and Grants Management with implementing high standards and success metrics for grants and contracts and hold staff accountable to meeting these standards
• Manage cross-departmental collaboration and strengthen internal communications with staff throughout the organization
• Recruit and hire Grants and Contracts Analysts and conduct performance evaluations
• Manage day-to-day operations of the Grants and Contracts Unit and provide direction and supervision to the Unit's staff members

Financial Management and Reporting

• Actively manage periodic invoicing, financial reporting, labor distribution changes, reconciliations, budget modifications, and grant closeout functions
• Responsible for analyzing grant awards and ensuring that all the allowable grant expenses (personnel & OTPS) including the indirect rates are properly budgeted and accounted for
• Prepare monthly cash flow projections with expected grant spending, invoices, and cash receipts extended out to the life of the grant where practical
• Ensure timely preparation and submission of all required financial reports to the various funders are in accordance with LAS standards and donors' requirements
• Closely monitor collection activity to ensure that invoices are submitted monthly and collected promptly and reconciled within the accounting system. Escalate any delays in receivables appropriately
• Work with the Grant Revenue Accountant to manage the accounts receivable schedules and weekly cash flow projections
• Manage and support annual society wide fiscal year-end audits as well as any program-specific audits or site visits, process journal entries, and other various projects if needed

Strategy and Process Improvement

• Collaborate with the Director of Finance and Grants Management to develop, implement, and maintain with excellence the grants and contracts strategy, structure, process, and success criteria
• Support the Director of Finance and Grants Management with refining, optimizing, and implementing financial systems, tools, structures, and processes
• Collaborate with all teams and departments directly and indirectly involved or impacted by the grants and contracts process to ensure process management is professional, efficient, transparent, and effective at meeting each contract and grants goals

Compliance and Relationship Management

• Cultivate high integrity and transparent working relationships with funders and other external partners to achieve practice and finance goals
• Assist Director of Finance and Grants Management to ensure compliance with funders fiscal policies and procedures
• Monitor and maintain adherence to Society's fiscal policies, procedures, and guidelines

Team Development and Supervision

• Schedule employee hours, assign work, approve time off and remote work schedule requests following the guidance of LAS policy and procedures
• Attend management meetings, participate in management training opportunities, and utilize current employment policies, practices and guidance as provided by management and Human Resources
• Approve overtime and annual leave and review work assignments and schedules
• Maintain record of unit's leave usages and always ensure coverage
• Conduct management and supervision practices that affirmatively support equity and inclusion in the workplace
• Supervise direct reports in setting performance standards, provide routine feedback as well as coaching/counseling, and issue disciplinary action as needed
• Identify and provide training and development opportunities and ensure mandatory training is completed
• Identify, delegate, and document work responsibilities, roles, and procedures to meet the mission of the department
• Identify and implement department/unit management and accountability practices to improve performance
• Resolve employee conflict, and complaints, with guidance from Human Resources
• Lead organizational and culture change for the unit

Professional Development and Other Duties as Assigned

• Participate in continuous professional development
• Continuously learn about forms of bias in the workplace and demonstrate affirmative behaviors that support an inclusive work environment
• Other duties as assigned

QUALIFICATIONS

Required qualifications:

• Minimum of bachelor's degree in finance, Accounting, Business Administration, or a related field
• Minimum of 5+ years of experience in grants and contracts management, including financial reporting and compliance
• Strong understanding of grant and contract regulations, particularly those related to New York State & City funding agencies

• Strong analytical and problem-solving abilities

• Proficiency in financial management software and tools such Financial Edge, Sage Intacct, Vena Solutions or related accounting or budgeting software
• Experience in leading and managing a team

• Ability to analyze information and data, manage multiple tasks and meet deadlines

Preferred qualifications:

• Master's degree in finance, Accounting, Business Administration, Political Science or a related field
• Experience with government grant management portals such as PASSPort, HHS Accelerator, GMS, SFS, Fluxx etc.
• Experience with compliance and program Audits
• Demonstrated knowledge of non-profit grants and contracts management, billings and program reporting
• Minimum of 2 years of experience managing staff
• Experience in developing and implementing financial systems, tools, structures, and processes
• Knowledge of best practices in grants and contracts strategy and process improvement
• Experience with cross-departmental collaboration and internal communications

KNOWLEDGE, SKILLS AND ABILITIES

Position Based Knowledge, Skills, and Abilities:

• Knowledge of grants, billing practices, and related regulations is preferred
• Experience with government funding sources such as City, State and federal
• Experience with non-profit accounting software like Financial Edge, Sage Intacct etc.
• Understand when to delegate tasks and when to escalate critical time sensitive issues
• Demonstrate a commitment to quality, accuracy, and thoroughness
• Versatile in handling multiple tasks simultaneously in accordance with highest priority
• Ability to meet deadlines, which may require a flexible schedule, as extended working hours may be required during month-end and year-end
• Strong analytical skills and strong excel skills (pivot tables etc.)
• Ability to manage multiple tasks simultaneously while prioritizing the most critical ones
• Excellent written and verbal communication, organization, and problem-solving and decision-making skills
• Sense of professionalism, confidentiality, and a strong work ethic
• Excellent management and supervisory skills

Supervision Knowledge, Skills and Abilities:

• Ability to schedule, assign, and manage work and resolve problems as needed
• Ability to manage the work including assessment of work process and outcomes, gathering relevant information about the work, recommending alternatives, or elevate issues as needed
• Ability to clearly identify roles, responsibilities, delegate tasks and hold people accountable
• Ability to create and implement effective communication plans
• Ability to provide meaningful performance feedback for professional development including having difficult conversations and resolving sensitive employee issues
• Pursue continuous learning on forms of systemic oppression of marginalized identities and establish team norms and management practices using an equity mindset and informed by inclusive practices

Organizational Knowledge, Skills, and Abilities:

• Commitment to Legal Aid Society's mission to secure equal justice before the law for all New Yorkers
• Interpersonal and communication skills that enable healthy and productive working relationships
• Ability to perform duties with the highest regard for confidentiality, integrity, and respect
• Commitment to Legal Aid Society's mission and values

Physical, environment, travel, and other duties required:

• Mostly sedentary, significant time using a computer and monitor; communicating and meeting using video

SALARY AND BENEFITS

The salary range represents a good faith estimate of the range we expect to pay for this role. The actual salary offered may vary depending on many factors, including but not limited to job-related knowledge, skills, and experience, as well as collectively bargained salary steps for unionized roles.

Salary Range: $130,000 - $145,000

The Legal Aid Society offers a generous benefits package including health insurance, paid vacation, disability, and life insurance, and more. Click here to read more about benefits.

Higher Education and Loan Forgiveness

The Legal Aid Society is a qualified employer for the purposes of the Public Service Loan Forgiveness. This position allows an employee to take advantage of PSLF and other State and Federal loan forgiveness programs. Additionally, employees who are New York residents may be eligible for assistance from New York state to assist with loan repayments, depending on years of practice.To learn more, click the links below.

studentaid.gov

hesc.ny.gov/loan-forgiveness-programs

WORK AUTHORIZATION

All applicants must be legally authorized to work in the United States for any employer without sponsorship for a work visa or permit. We are currently unable to sponsor employment visas or permits. (However, for citizens of Canada and Mexico, LAS will provide a letter documenting employment status that is needed to obtain a TN visa.)

HOW TO APPLY

All applications must be completed online via the career portal. We do not accept emailed applications. Submit the following documents as a combined PDF:

• Cover Letter
• Resume

For technical difficulties or questions regarding this posting, please email jobpostquestions@legal-aid.org.

EQUAL EMPLOYMENT OPPORTUNITY

As an Equal Employment Opportunity (EEO) Employer, The Legal Aid Society prohibits discriminatory employment actions against and treatment of its employees and applicants for employment based on actual or perceived race or color, size (including bone structure, body size, height, shape, and weight), religion or creed, alienage or citizenship status, sex (including pregnancy), national origin, age, sexual orientation, gender identity (one's internal deeply-held sense of one's gender which may be the same or different from one's sex assigned at birth); gender expression (the representation of gender as expressed through, for example, one's name, choice of pronouns, clothing, haircut, behavior, voice, or body characteristics; gender expression may not conform to traditional gender-based stereotypes assigned to specific gender identities), disability, marital status, relationship and family structure (including domestic partnerships, polyamorous families and individuals, chosen family, platonic co-parents, and multigenerational families), genetic information or predisposing genetic characteristics, military status, domestic violence victim status, arrest or pre-employment conviction record, credit history, unemployment status, caregiver status, salary history, or any other characteristic protected by law.

OUR COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The Legal Aid Society is committed to a work culture of zealous advocacy, respect, diversity and inclusion, client-oriented defense, access to justice and excellent representation. We are dedicated to building a strong professional relationship with each of our clients (people), to understanding their diverse circumstances, and to meeting their needs. Our ability to achieve these goals depends on the efforts of all of us and our ability to build strong relationships with our colleagues.Every member of our community is expected to continuously learn about the dynamic, evolving, and emerging field of knowledge of identity, bias, and systemic forms of oppression and participate in productive efforts to dismantling bias in all forms.