Job Description

OUR MISSION: MID-WILLAMETTE VALLEY COMMUNITY ACTION AGENCY INVESTS IN PEOPLE

AND THEIR FUTURES TO REDUCE THE IMPACTS OF POVERTY.

The Grants Supervisor provides day-to-day oversight and coordination of the agency's grant accounting and post-award financial management activities. This position supervises Grants Specialists and ensures accurate grant accounting, timely billing and reporting, compliance with funder requirements, and consistent application of internal controls.

The Grants Supervisor serves as the operational lead for grant financial management and acts as a liaison between program staff and the Grants & Compliance Manager. This role focuses on workflow coordination, quality assurance, technical guidance, and staff development to ensure high-quality, compliant grant administration in a deadline-driven environment.

MINIMUM QUALIFICATIONS The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE

• Bachelor's Degree in Accounting, Finance, Business Administration, Public Administration, or related field with three years of grant accounting experience, including at least one year of lead or supervisory experience; or
• Associate's Degree in Accounting with five years of progressively responsible grant accounting experience, including demonstrated leadership responsibilities; or
• Equivalent combination of education and experience may be considered.
• Prior experience with federal grants and Uniform Guidance (2 CFR 200) required.

CERTIFICATES, LICENSES, REGISTRATIONS

• Registration with the Office of Child Care Central Background Registry.
• Valid Oregon Driver's License and insured vehicle available for use on the job or acceptable alternative.
• Candidate must pass pre-employment and random drug/alcohol screening.

KNOWLEDGE, SKILLS AND ABILITIES

• Strong knowledge of GAAP, accrual accounting, and nonprofit grant accounting.
• Working knowledge of OMB Uniform Guidance (2 CFR 200) and federal/state grant compliance requirements.
• Ability to interpret grant agreements, budgets, and funding restrictions.
• Demonstrated leadership skills with the ability to train, coach, and develop staff.
• Strong analytical, organizational, and problem-solving skills.
• Ability to manage competing priorities and meet multiple deadlines.
• High attention to detail and commitment to accuracy.
• Proficiency in Microsoft Office (including Teams and Outlook) and financial/accounting software systems.
• Ability to communicate effectively with finance staff, program leadership, funders, and executive management.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

This job description is not intended to be all-inclusive. Employees will also perform other reasonably related business duties as assigned by immediate supervisor and other management as required.

Grant Financial Oversight & Reporting (40%)

• Oversee the preparation and review of grant invoices, reimbursement requests, and financial reports to ensure accuracy, completeness, and compliance with grant requirements.
• Review grant expenditures to ensure proper coding, allowability, allocability, and adherence to approved budgets.
• Monitor grant spending trends and projections; proactively identify variances and work with Program Directors to implement corrective actions.
• Ensure timely submission of monthly, quarterly, and annual financial reports.
• Oversee grant closeout processes to ensure all financial obligations and reporting requirements are met.
• Support development of grant budgets in collaboration with program and finance leadership.

Staff Supervision & Workflow Management (25%)

• Provide direct supervision to Grants Specialists (Grant Accountants), including assigning work, reviewing performance, and ensuring accountability for deadlines and quality standards.
• Establish clear workflows and internal review processes to promote consistency and compliance.
• Provide training, coaching, and technical guidance on grant accounting standards and internal controls.
• Conduct regular check-ins and assist with performance evaluations in coordination with the Grants & Compliance Manager.
• Monitor workloads and adjust assignments to meet peak reporting and billing cycles.

Compliance & Internal Controls (20%)

• Ensure grant accounting practices comply with GAAP, Uniform Guidance (2 CFR 200), and agency policies and procedures.
• Review documentation standards to ensure adequate audit trails for all grant expenditures.
• Assist with preparation for audits and funder monitoring visits; coordinate documentation requests and ensure timely responses.
• Identify internal control risks or compliance concerns and recommend corrective actions to the Grants & Compliance Manager.
• Support implementation of updated grant policies and procedures.

Cross-Department Coordination (15%)

• Serve as primary financial contact for Program Directors regarding grant budgets, financial status, and compliance requirements.
• Partner with finance staff to support month-end and year-end closing processes related to grants.
• Escalate complex compliance or funding issues to the Grants & Compliance Manager as appropriate.
• Contribute to continuous process improvement efforts to strengthen grant tracking and reporting systems.

Percentages are approximate and may vary based on organizational needs.

SUPERVISORY RESPONSIBILITIES

This position provides direct supervision to Grants Specialists (Grant Accountants) and is responsible for assigning work, reviewing output for accuracy and compliance, providing training and coaching, and supporting performance management in coordination with the Grants & Compliance Manager.

PHYSICAL DEMANDS

• Specific vision abilities required by this job include close vision and ability to adjust focus.
• Occasionally lift up to 25 pounds.
• Manual dexterity for handling office equipment.

WORK ENVIRONMENT

• Mostly indoor office environment with frequent interruptions and competing deadlines.
• Occasional evening or weekend work during peak reporting or audit periods.
• Occasional remote work from home.

MWVCAA is proud to be an Equal Opportunity Employer. We do not discriminate based upon race, religion, color, national origin, sex, sexual orientation, gender expression, age, veterans, and people with disabilities or any other protected category. We welcome all people to join us in achieving our Mission. If you require any assistance in the application process, or reasonable accommodations to perform the essential duties of the position, please notify a member of our team at (503) 585-6232.