Job Type
Full-time
Description
DEPARTMENT: Energy
POSITION TITLE: Grants & Business Manager
POSITION CLASSIFICATION:
LOCATION: Greenfield/Remote Work?from?Home
STATUS: Exempt
SUPERVISOR: Energy Programs Director
POSITION SUMMARY
The Grants and Business Manager manages the Energy Department’s budget of more than $20 million. Provide financial leadership for the Department’s Fuel Assistance, Heating Systems, Weatherization, Electrical Efficiency, and Home Repair/Major Repair Programs. Primary role is to implement, maintain, and oversee the Energy Department’s financial processes to maximize effectiveness and efficiency, and enable the Department to provide services to the greatest possible number of clients. The Grants and Business Manager collaborates with the Energy Director, Client Services Manager, the Department’s Coordinators, and the agency’s Fiscal Department.
ESSENTIAL QUALIFICATIONS
- Bachelor’s degree in an Accounting or Finance-related field.
- Three years’ experience in grants and business management.
- One year of supervisory experience.
- Experience with non-profit organizations and with multiple funding sources.
- Experience with state and federal funding or the utility industry.
- Knowledge of the Generally Accepted Accounting Principles (GAAP) as they relate to non-profit organizations.
- Additional relevant education may be substituted for experience or
- Additional directly related experience may be substituted for education.
ESSENTIAL RESPONSIBILITIES
- Leadership – General Responsibilities
- Serve as a member of the Energy Department’s Management Team.
- Select, train, and supervise Energy’s Grants and Business team; support staff in compliance with agency policies and procedures.
- Evaluate performance and recommend compensation, promotions, and, if necessary, disciplinary actions for the support staff.
- Orient other Energy staff to the role of the grants and business team.
- Inspire and motivate colleagues to achieve excellent levels of performance.
- Take an active leadership role in valuing and promoting different perspectives and opinions and approaches throughout the agency.
- Attend regularly scheduled supervision meetings, team meetings, mandatory agency trainings, and participate in professional development activities.
- Remote work available complying with the agency’s policy.
- Comply with agency and funders’ reporting and documentation requirements.
- Maintain strictest confidentiality.
- Performs related work as required.
- Budgeting:
- Develop and manage the annual Energy operating budget.
- Provide reports and projections on request to inform the Energy Director about the Department’s financial status.
- Develop detailed budgets for non-utility funders.
- Meet weekly with Fiscal Department’s Assistant Director.
- Maintain Accounting Adjustments Worksheet for requesting changes in accounting system.
- Participate in the fiscal year-end closing procedures as required by the agency. Reconcile all payments to contractors to the billings to the Funding Sources.
- Bill Payment:
- Confirm payment eligibility for vendor and contractor bills.
- Confirm that job folder contents and jobs database are in compliance.
- Confirm that funder allocations on bills are correct.
- Supervise and support process for vendor and contractor payments.
- Oversee maintenance of Bill Payment Voucher Workbook.
- Support Weatherization, Heating Systems, and Home Repairs Coordinators; trouble-shoot to ensure that contractors receive correct payments.
- Funder Relations and Compliance:
- Ensure financial compliance for grants, contracts, and vendors.
- Invoice multiple government and utility funders, most with unique processes, on a bi-weekly, monthly, or quarterly basis including utility invoicing for three additional Community Action Agencies in Western Massachusetts
- Complete required fiscal reporting to funders
- Liaise with funders as needed.
- Function as Lead Agency representative for the four Community Action Agencies in Eversource’s WMECO territory
- Financial Reporting – Use funder databases as needed for financial reporting; learn and maintain knowledge on databases, including but not limited to HHGMS, Neighborly, and Filezilla
- Fuel Assistance: Responsible for Fuel Assistance vendor payments and relations:
- Oversee – and participate in as necessary – fuel vendor bill entry into database.
- Do bi-weekly check runs for fuel vendors during heating season.
- Regularly deliver eligibility, discount rate, and payment data to utilities using three different methods. Liaise with funders to ensure continued access to databases.
- Support Fuel Assistance and Applications Coordinators; trouble-shoot to ensure that clients’ receive their benefits.
- Software Proficiency: Be proficient in using the agency’s and department’s software, including and not limited to TEAM, SharePoint, Accounting Software (ABILA), National Grid databased (InDemand), CSG database (for DHCD/Eversource/National Grid/Fuel Assistance), Monday.com, and Paylocity (payroll and HR system)
- Financial Tools: Maintain and regularly update the following Departmental tools together with the grants and business team.
- Grants and Business Job Tracker
- Revenue Tracker
- Department’s Compensation Worksheet
- WAP Reconciliation
- HWAP Reconciliation
- Salaries Variance
- Program Variances
- Production Worksheet
- Develop other financial tools as needed.
This does not cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may be adjusted to meet the operational needs of the agency.
Requirements
SKILLS REQUIRED:
- High level of proficiency with Excel, Accounting and other Windows-based software programs
- Excellent analytical, organizational, verbal communication and writing skills
- The ability to maintain good working relationships with DHCD, utility personnel, staff, and collaborate with other agencies
- Knowledge of multiple utility information systems
- Well organized with good attention to detail
- The ability to prioritize and meet deadlines
- Ability to work well both independently and as a member of a diverse team
- Work at the employer’s job site in a business office environment
- Perform work that is primarily data driven and computer based
- Sensitivity to cultural and socioeconomic diversity and the needs of individuals with low incomes.
- Demonstrated commitment to valuing diversity and contributing to an inclusive working environment.
PHYSICAL DEMANDS AND WORKING CONDITIONS:
The physical demands and work environment described below is representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Requires sitting for long periods of time, standing, talking and listening
- Working in an indoor office environment in which the noise level is often quiet
- Some bending and stretching required
- Working under stress and use of telephone required
- Manual dexterity required for frequent use of calculator and computer keyboard
- Requires occasional lifting of up to 20 pounds
- Specific vision abilities required by this job include: vision, color vision and the ability to adjust focus.
AA/EOE/ADA
Employment is contingent upon successful completion of Criminal Offender Record check (C.O.R.I.) prior to hire and every three years and the pre-employment screenings required for the Energy program contracts.
EMPLOYEE NAME (PRINT)
EMPLOYEE SIGNATURE
DATE
Salary Description
$ 59,572 to $ 63,199 yr