Grant Compliance & Accounting Coordinator

The Grant Compliance & Accounting Coordinator is responsible for the post-award administration, financial management, billing, revenue recovery, and compliance oversight of federal, state, local, and private grants supporting Stewpot’s housing and homeless services programs. This position serves as the organization’s primary resource for grant financial management and compliance, ensuring adherence to grant agreements, Uniform Guidance (2 CFR Part 200), HUD regulations, City of Dallas requirements, Housing Forward standards, and organizational policies.

This role has primary responsibility for grant drawdowns, reimbursement requests, grant accounts receivable management, compliance monitoring, and financial reporting. Working closely with Finance, Housing, and Program Leadership, the Grant Compliance & Accounting Coordinator ensures timely recovery of grant funds, maintenance of audit-ready documentation, strong internal controls, and compliance with all post-award requirements throughout the grant lifecycle.

Grant Billing, Draw Management & Revenue Recovery

• Prepare, review, and submit all grant reimbursement requests, invoices, drawdowns, and funding requests in accordance with grant agreements and funder requirements.
• Manage the full lifecycle of grant accounts receivable, including preparation of billings, tracking outstanding receivables, collections follow-up, and reconciliation of grant funding received.
• Maintain detailed schedules of grant receivables, reimbursement requests, cash receipts, deferred revenue, and funding status by grant. Reconcile draw requests, billings, grant revenue, and cash receipts to the general ledger and support documentation.
• Monitor grant-related cash flow and proactively identify reimbursement delays, collection issues, or funding concerns.
• Ensure reimbursement requests are accurate, timely, and supported by appropriate documentation.
• Coordinate with program and finance staff to ensure timely capture and submission of eligible expenses.
• Research and resolve billing discrepancies, questioned costs, funding variances, and reimbursement issues.
• Assist with grant revenue recognition and preparation of related accounting entries.
• Prepare aging reports, grant revenue analyses, and funding recovery reports for management review.

Grant Financial Management

• Maintain comprehensive grant accounting records and financial tracking systems for government and restricted funding sources.
• Monitor grant expenditures and budget-to-actual activity to ensure alignment with approved budgets and funding requirements.
• Track grant spending rates and forecast utilization to ensure optimal use of available funding.
• Monitor spend-down requirements and notify leadership of potential underutilization, overspending, or budget concerns.
• Collaborate with Finance to ensure proper cost allocations, indirect cost application, and restricted fund accounting.
• Assist with monthly, quarterly, and year-end grant-related financial reporting and reconciliation activities.

Post-Award Compliance Administration

• Monitor ongoing compliance with federal, state, local, and private funding requirements.
• Ensure compliance with Uniform Guidance (2 CFR Part 200), HUD regulations, Continuum of Care (CoC), Emergency Solutions Grant (ESG), Housing Forward standards, City of Dallas requirements, and other applicable funding regulations.
• Review expenditures and supporting documentation for allowability, allocability, reasonableness, and appropriate approval.
• Maintain complete and accurate grant files in accordance with record retention requirements.
• Develop and maintain compliance calendars for reporting deadlines, contract renewals, monitoring visits, and audit requirements.
• Monitor grant agreements, contracts, amendments, and funding restrictions to ensure continued organizational compliance.
• Stay informed of changes in grant regulations and communicate compliance updates to affected departments.

Monitoring, Audit, and Internal Controls

• Coordinate preparation for funder monitoring visits, compliance reviews, external audits, and Single Audit requirements.
• Maintain audit-ready grant files and support documentation.
• Conduct periodic internal reviews of grant expenditures, payroll allocations, time sheets, procurement records, participant eligibility documentation, and supporting records.
• Identify compliance risks, documentation deficiencies, and process improvement opportunities.
• Recommend and assist in implementing corrective actions and strengthened internal controls.
• Support the development and maintenance of grant management policies and procedures.

Reporting and Performance Tracking

• Prepare financial reports, grant status reports, budget variance analyses, and compliance updates for leadership and funders.
• Assist with required financial and programmatic reporting submissions.
• Monitor grant performance indicators and spending benchmarks.
• Support reconciliation between financial reporting and program outcomes.
• Prepare information and analyses for executive leadership, board committees, and external stakeholders as requested.

Cross-Department Collaboration

• Partner with program managers to ensure grant-funded activities and expenditures align with program objectives and funding requirements.
• Provide technical assistance and guidance regarding grant documentation, compliance standards, and financial procedures.
• Facilitate regular grant review meetings with program and leadership teams.
• Train staff on grant requirements, documentation standards, and compliance expectations.
• Serve as a resource for questions related to grant accounting, billing, reporting, and compliance.

External Relations

• Serve as a primary point of contact for grant-related financial and compliance matters.
• Participate in funder meetings, monitoring visits, and compliance reviews.
• Maintain professional relationships with HUD representatives, City of Dallas staff, Housing Forward personnel, auditors, and other funding partners. Communicate proactively with funders regarding reimbursement requests, reporting requirements, and compliance matters.

Required

• Bachelor’s degree in Accounting, Finance, Business Administration, Public Administration, or a related field.
• Minimum of 3–5 years of experience in grant accounting, grants management, compliance, nonprofit finance, or government-funded programs.
• Working knowledge of federal grant regulations, including Uniform Guidance (2 CFR Part 200).
• Experience preparing grant drawdowns, reimbursement requests, invoices, and accounts receivable reconciliations.
• Experience with grant financial reporting, budget monitoring, and compliance oversight.
• Advanced proficiency in Microsoft Excel, including financial analysis, pivot tables, and reporting tools.
• Strong attention to detail and ability to maintain accurate, audit-ready documentation.
• Ability to interpret grant agreements, contracts, funding regulations, and compliance requirements.
• Demonstrated organizational, analytical, and problem-solving skills. Preferred
• Experience with HUD-funded programs, including Continuum of Care (CoC), ESG, HOPWA, or related housing and homelessness funding.
• Experience working with the City of Dallas, Housing Forward, or other governmental funding agencies.
• Experience with Sage Intacct or similar nonprofit accounting software.
• Knowledge of nonprofit accounting principles and restricted fund accounting.
• Experience supporting Single Audit processes and compliance reviews.