JOB DESCRIPTION
Position Title:
Grants Accounting Specialist
FLSA Status:
Non-Exempt
Business Unit:
Administration
Pay Grade:
E
Department:
Finance
Revision Date:
08-2026
Company Address (work location may be different):
Cincinnati-Hamilton County Community Action Agency * 1740 Langdon Farm Road * Cincinnati, Ohio 45237
ABOUT US
At the Cincinnati-Hamilton County Community Action Agency (CAA), we envision an equitable community where everyone has the tools and resources to be self-sufficient. Our mission is clear: through advocacy, high-quality programs, and strong community partnerships, our dedicated team is breaking down barriers to equity and opportunity while building self-sufficiency across generations. Our values guide us in everything we do: we serve with passion, collaborate as a team, have compassion for others, use our talents to do transformational work, and strive to continuously improve.
POSITION SUMMARY
The Grants Accounting Specialist is responsible for the timely and accurate preparation of monthly financial reporting for CAA’s grant portfolio, with particular emphasis on Head Start and related early-childhood programs. The position performs monthly grant reconciliations, analyzes budget-to-actual results, validates transaction coding and period assignment, forecasts grant expenditures, and identifies financial or compliance risks. The Specialist works closely with Finance, Accounts Payable, Payroll, and program leadership to resolve discrepancies, support funder reporting, maintain audit-ready documentation, and promote the effective use of grant resources. The ideal candidate will use their skills to embody our values and contribute to our vision of a thriving, self-sufficient community.
ESSENTIAL JOB FUNCTIONS:
Grant Reporting & Accounting
- Manage monthly financial reporting and close activities for assigned grants, ensuring reports are accurate, timely, and compliant with funder requirements.
- Prepare and reconcile grant financial reports, including expenditures, budgets, commitments, available balances, and projected balances.
- Review grant transactions, payroll allocations, and related expenses for accuracy, appropriate coding, documentation, and compliance with approved budgets and grant requirements.
- Investigate and resolve discrepancies, accounting errors, unusual transactions, and other financial reporting issues.
- Prepare and coordinate required financial and grant closeout reports in accordance with established deadlines and approval procedures.
Budget Monitoring & Forecasting
- Monitor grant expenditures, revenues, and available funding against approved budgets, funding restrictions, and applicable grant requirements.
- Prepare forecasts and analyze spending trends to identify projected balances, overspending, underspending, unspent funds, and potential funding shortfalls.
- Communicate significant budget variances, financial risks, compliance concerns, and recommended corrective actions to Finance and program leadership.
- Assist with budget development, revisions, re-budgets, funding requests, and corrective-action plans.
Compliance & Audit Readiness
- Ensure grant expenditures are allowable, reasonable, properly allocated, adequately documented, and incurred within the applicable grant period.
- Maintain accurate, organized, and audit-ready grant financial records and supporting documentation.
- Provide financial reports, reconciliations, schedules, and documentation for audits, monitoring reviews, leadership reporting, and other compliance requirements.
- Support preparation of the Schedule of Expenditures of Federal Awards (SEFA) and other annual compliance reporting, as assigned.
Collaboration & Process Improvement
- Partner with program staff and Finance to align grant spending, staffing, activities, and financial projections with program and organizational goals.
- Coordinate with Accounts Payable, Payroll, Procurement, Human Resources, and other departments to resolve financial, coding, allocation, and documentation issues.
- Communicate financial information, reporting deadlines, risks, and recommendations clearly to financial and non-financial stakeholders.
- Support the development and improvement of grant-management procedures, internal controls, reporting tools, and effective use of NetSuite and other financial systems.
- Perform other duties and special projects as assigned.
The above statements are intended to describe the general nature and level of the work being performed by staff assigned to this job classification. This is not an exhaustive list of all duties and responsibilities. Additionally, CAA management reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.
QUALIFICATIONS AND REQUIREMENTS
Required Education, Skills and Experience:
- Bachelor’s degree in Accounting, Finance, or a related field.
- Some years of experience in grant accounting, financial analysis, or a related role
- Strong computer skills with proficiency in Microsoft Office Applications (Word, Excel, Outlook).
- Proficiency in financial systems and tools, such as NetSuite, and Microsoft Office tools with advanced Microsoft Excel skills.
Required Job Competencies
CAA Core Competencies:
- Passion for service to the community
- Compassion for others – empathy, respect, caring, kindness
- Collaboration and teamwork
- Commitment to continuous improvement
Position-Specific Competencies:
- Accuracy and attention to detail: Produces reliable work, validates data, and identifies discrepancies before reports are finalized.
- Ownership and follow-through: Maintains accountability for assigned reports, reconciliations, open issues, and corrective actions through completion.
- Analytical skills: Compiles, evaluates, and acts on financial data; identifies trends, root causes, and practical solutions.
- Risk awareness and escalation: Proactively identifies and communicates current and anticipated reporting, budget, compliance, and data-quality issues.
- Communication skills: Effectively exchanges information through clear verbal, nonverbal, and written methods and tailors explanations to the audience.
- Interpersonal and customer service skills: Builds positive working relationships and provides responsive, high-quality support and solutions.
- Professional judgment and integrity: Handles confidential information appropriately, applies consistent standards, and knows when an issue requires escalation.
- Process improvement mindset: Recognizes opportunities to strengthen controls, simplify workflows, reduce rework, and improve reporting quality and timeliness.
WORKING CONDITIONS AND PHYSICAL REQUIREMENTS
The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job with or without reasonable accommodation.
WORKING CONDITIONS:
- Work Location - 1740 Langdon Farm Road, Cincinnati, Ohio*
- Work Hours – 8:00 a.m. to 5:00 p.m. Monday through Friday*
- Onsite work is in a typical office environment
- This position is not eligible for remote work at this time
* May occasionally be required to work in different locations or evenings and weekends to support delivery of program services.
Physical Requirements:
Ability to
- Use hands to manipulate, handle feel, and control items or equipment
- Talk and hear
- See and be able to read, write, and interpret written documents
- Lift and move objects weighing up to 15 pounds
Skills Required
- Bachelor’s degree in Accounting, Finance, or a related field
- Some years of experience in grant accounting, financial analysis, or a related role
- Strong computer skills with proficiency in Microsoft Office applications, including Word, Excel, and Outlook
- Proficiency in financial systems and tools such as NetSuite
- Advanced Microsoft Excel skills
What We Do
Cincinnati-Hamilton County Community Action Agency is a private nonprofit that works to foster an equitable community where people can access resources and opportunities for self-sufficiency. It serves low-income individuals and families through a holistic approach to reducing poverty, offering job training, housing and heating assistance, entrepreneurial coaching, and Head Start and Early Head Start. It mobilizes donors, employees, and volunteers to reduce poverty and improve the community.
