Grants and Contracts Specialist

  • Full-Time
  • Anywhere

Website Shadow Ridge Analytics

Shadow Ridge Analytics LLC is Montana’s premier innovation management firm, providing
commercialization and business advisory services to small business, research non-profits, and federal
agencies who are at the forefront of our nation’s critical technology development.

The Grants and Contracts will be responsible for the post award management and guidance for our
clients’ sponsored research contracts and grants. This is an exciting opportunity to build an entirely new
capability within the state of Montana and serve as integral component within the state’s high-tech
ecosystem. Managing federally funded research is complex and includes a strong financial analysis and
program management background. The candidate will apply accounting theories and understand
generally accepted accounting principles (“GAAP”) in order to meet the job requirements and
responsibilities.

Essential responsibilities include cash management, billing, accounts receivables, financial reporting,
systems monitoring, and program management responsibilities. The position requires working
independently, strategically analyzing financial reports, perform ongoing compliance duties, consistently
review processes and procedures, and providing process improvement recommendations.

The ideal candidate enjoys developing new processes, working with complex data, and is immensely
detail oriented. The person in this role must understand the nuances of cost accounting for federally
funded projects and able to coordinate across complicated federal forms, invoices, policies, and other
documents. They must also be knowledgeable in Excel with the ability to write formulas and create
checks and balances to ensure grant and contract balances are correct.

This position is primarily remote but candidates but be located in Montana or willing to relocate to
Montana. Periodic travel to Shadow Ridge Analytics’ headquarters in Bozeman, MT is expected. The
position will begin as part-time but is expected to advance to a full-time position within 12-24 months as
the capabilities and responsibilities grow.

The key job responsibilities include:

Grant and Contract Invoicing – 50%

  • Process, review, and submit the monthly, quarterly, and annual project billing.
  • Navigate through federal websites for submitting invoices or drawing down payments. Comprehend the different types of sponsor identification numbers to ensure invoices are approved and paid without difficulties.
  • This position is responsible for ensuring that all invoices or requests for payment comply with the terms and conditions of the agreements. The person in this role must understand and complete complicated sponsor-required payment remittance forms, that require reconciling client chart of accounts with the sponsor’s predetermined cost categories. They must also have the ability to read and comprehend clients’ standard financial system reports for issues when a bill is not processing and fully understand clients’ financial system screens and functions of each.
  • Retrieve supporting documentation to attach to invoices upon submission as required by certain sponsors.
  • Process disbursements to discharge clients’ financial obligation to the sponsor (refunds) by reviewing award transaction history, verifying payments and expenses, and determining reason for refund. Complete all necessary forms as required and save back-up documentation.
  • Complete billing review for award closeout by verifying billing is correct, payment made in full, and there are no unresolved billing discrepancies.
  • Ensure that sponsor contact information is current so that invoices are sent to the appropriate contact person, email, and/or address, or required online system.
  • Participate in the closeout process of an award by reviewing that a project has been fully invoiced and fully paid. Resolve any billing issues that may cause the delay of a closeout
  • Regularly review, monitor, interpret, and update project budgets and provide timely communication on any discrepancies to project leads.
  • Review all expenses to ensure they meet compliance guidelines and requirements for the appropriate contract mechanisms.

Accounts Receivable Collections – 15%

  • Prepare, understand, analyze, review, and research each account in the Aging Report in regard to collections.
  • Perform collections on a daily/weekly basis to ensure outstanding invoices are being addressed.

Grant and Contract Set-up and Procurement Processes – 10%

  • Create new billing schedules and amend existing billing schedules in the clients’ financial system and enterprise project tracking system. Utilize information obtained from the legal agreement, proposal documents and other project related documents. Assign appropriate invoice type to awards as it aligns with the project instrument and billing payment terms. Register to sponsor sites as necessary to perform drawdowns or invoice submittal on a biweekly/monthly basis.
  • Become familiar with sponsor agreement format, financial terms and conditions to be able to perform billing setup appropriately and become familiar with the clients’ financial system in order to perform billing schedules correctly and also have the ability to perform corrections.
  • Assist clients with compliant procurement procedures.

Apply Payments – 20%

  • Perform daily monitoring and recording of cash receipt transactions based on source documents and the electronic bank statement integration into clients’ financial system. Perform payment application and validate award source as necessary.
  • Conduct monthly review of the grant holding account to verify payments are posted to the correct award.
  • Maintain proper supporting documentation for each cash receipt and communicate to others in a timely manner when a cash receipt issue arises. Perform correction to misapplied payments and ensure a proper audit trail.

Process Improvement and Overall Compliance Management – 5%

  • Act as clients’ primary resource for general program and project-specific inquiries related to sponsored research financial management. Effectively capture evolving financial forecasts with clients. Serve as the primary resource for program oversight, 2CFR 200, and FAR based contract
    compliance.
  • Work with clients to interpret and analyze financial reports and proactively maintain metrics and
    project status reports.
  • Provide pre-audit support and collaborate with client CPA or related auditing experts.
  • Actively participate in organization wide process evaluation and reengineering efforts, make recommendations for improvements to management, and lead improvement efforts if
    approved.

Required Qualifications, Experience, and Education

  • Demonstrated experience in analyzing, interpreting, preparing, and monitoring financial data
    related to sponsored research grants and contracts.
  • Demonstrated ability to understand, interpret, and apply 2CFR200 and FAR-based compliance
    requirements.
  • Ability to organize and prioritize workload and deadlines with minimal supervision.
  • Bachelor’s degree in Business Management, Accounting, Finance, or related field(s). Relevant and sufficient experience can be accepted in lieu of a degree.

Wages and Benefits
The wage range is between $40-50 per hour. Shadow Ridge Analytics takes into consideration a combination of candidate’s education, training and when determining the compensation level. The position includes a robust portfolio of benefits, including:

  • Flexible health reimbursements
  • Disability and life insurance options
  • SEP contribution opportunities
  • Unlimited sick and vacation time
  • Flexible hours and remote working environment

To apply for this job email your details to elle@shadowridgeanalytics.com

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