Contracts and Grant Manager

Description

Astor Services is seeking an experienced and detail-oriented Contracts and Grants Manager to oversee the financial administration of county, state and federal contracts and grants. This position is responsible for contract administration and compliance, billing and claims submission, revenue recognition, financial reporting, reimbursement optimization and maintaining the agency’s contract management system to ensure accurate reporting, maximize funding, and support organizational goals. Reporting to the Director of Accounting, the Contracts and Grants Manager serves as a key financial partner to program and finance leadership, ensuring compliance with funder requirements,

strengthening contract oversight, improving financial performance, and supporting the long-term financial stability of Astor’s programs.

Job Responsibilities:

· Maintain a centralized contract and grant management system, ensuring all contracts, amendments, budgets, and supporting documentation are current, accurate, and readily accessible.

· Administer county, state, and federal contracts and grants throughout the contract lifecycle, including implementation, renewals, amendments, and closeout.

· Prepare and submit claims and financial reports to funding agencies in accordance with contractual requirements.

· Monitor contract compliance, reporting deadlines, reimbursement requirements, and contract deliverables.

· Monitor contract budgets, expenditures, spend-down, and reimbursement opportunities to maximize revenue and identify financial risks.

· Prepare and post monthly journal entries to record government contract revenue and receivable.

· Ensure revenue is recognized in compliance with applicable accounting standards (e.g., accrual basis, grant/contract rules)

· Partner with program and Finance staff to validate revenue, resolve discrepancies, and support accurate financial reporting.

· Perform monthly reconciliations of general ledger accounts to expense claims, contract budgets, and supporting documentation.

· Investigate and resolve discrepancies between billed, earned, and received revenue.

· Analyze contract performance and provide recommendations to improve financial outcomes.

· Prepare monthly contract financial reports and variance analyses.

· Develop and maintain contract and grant dashboards, and other management reports to support leadership decision-making and monitor contract performance.

· Prepare annual contract budgets and budget modifications.

· Monitor accounts receivable related to government contracts and coordinate efforts as needed.

· Maintain organized documentation to support audits and funding reviews.

· Assist in preparation for Single Audit and other regulatory reporting.

· Review contracts prior to execution to identify financial reporting, billing, and compliance requirements.

· Ensure ongoing compliance with federal, state, county, and funder-specific regulations.

· Coordinate agency responses to funder monitoring visits, financial reviews, and audits.

· Develop and maintain documentation supporting regulatory compliance and audit readiness.

· Coordinate responses to funder monitoring visits and financial reviews.

· Identify opportunities to improve contract management, reporting, and internal processes.

· Perform other tasks and special projects as requested by the CFO, Director of Accounting, and Director of Budgets and Financial Reporting, contributing to process improvements and system efficiencies.

What we provide:

· 4 weeks paid vacation annually.

· 13 paid holidays. 

· 4 personal days.

· 1 sick day per month, accruable to 150 days.

· Fully paid individual LTD and life insurance.

· Eligible for participation in agency medical and dental plan both individual and family, with small employee contribution.

· New longevity incentives.

· Opportunities to make a difference in the lives of children and families in need.

· Collaboration with a team of dedicated professionals in a supportive and dynamic environment.

· Room for growth and advancement within the organization.

Join Astor Services – Apply Now!

Do you meet the qualifications above? Are you ready to take the next step in your career and join a mission-driven organization dedicated to improving the lives of children and families? We want to hear from you! Your credentials and compassion can bring about positive change for a child in need. Apply now to become a part of the Astor Services team.

Astor Services, a leading provider of behavioral and mental health services in the Hudson Valley and The Bronx, is dedicated to nurturing the emotional and mental well-being of children, adolescents, and families. With a history spanning over seven decades, we are committed to providing comprehensive care and support to help our clients thrive. 

Want to know why our team loves working at Astor? Check out our website for our employee testimonials and discover their stories!

Astor Services does not discriminate against individuals on the basis of race, color, religion, national origin, sex, disability, genetic information, sexual orientation, or age in its programs, activities, or employment.

Requirements

You must have:

· Bachelor’s degree in accounting, Finance, or related field.

· Minimum 5 years of relevant experience (nonprofit, healthcare, or government funding preferred).

· Strong analytical, organizational, and problem-solving skills.

· Excellent written and verbal communication skills.

· Ability to interpret contract language and government regulations.

· Ability to manage multiple competing priorities while meeting strict deadlines.

· Strong understanding of general ledger accounting and reconciliations

· Experience with billing, claims, or contract-based revenue.

· Advanced Excel skills (pivot tables, lookups, data analysis).

You should have:

· Experience with government funding streams (e.g., Head Start, OMH, OCFS, SED).

· Knowledge of Uniform Guidance (2 CFR Part 200), grant accounting, and Single Audit requirements.

· Experience with financial systems (e.g., Microsoft Dynamics GP, Acumatica, Intacct).

· Current New York State Notary Public commission, or the ability to obtain a commission within six (6) months of hire (Astor will reimburse the cost of obtaining and maintaining the commission).