Accounting and Grants Supervisor

Salary: $70K - $76K annually, depending on experience

Schedule: 35 hours/week | Full-time | Hybrid

Job Summary

The Accounting & Grants Supervisor oversees daily transactional accounting, supervises the Accounts Payable & Payroll Specialist, coordinates grant reimbursement and financial compliance, manages the monthly general ledger close, and administers non-clinical program fee billing. The position serves as Delphi Rise’s internal operational liaison to its outsourced revenue cycle management (RCM) partner and maintains the ability to process payroll when needed. Working closely with the Chief Financial Officer (CFO), the Supervisor supports timely, accurate financial information and strong internal controls across the organization.

Essential Duties and Responsibilities

Additional duties may be assigned.

Supervision, Internal Controls & Payroll Continuity

• Supervise, coach, and evaluate the Accounts Payable & Payroll Specialist; establish priorities and complete performance evaluations.

• Review payroll registers, deductions, and labor allocations before CFO approval; maintain appropriate separation of duties.

• Review accounts payable disbursement batches for supporting documentation, purchasing approvals, fund coding, and applicable exclusion screening.

• Verify electronic cash receipts against bank activity and investigate discrepancies.

• Maintain current payroll system access and training to process and transmit payroll during planned or unexpected staff absences, with appropriate authorization and independent review.

Grant Vouchering & Expenditure Compliance

• Prepare and submit grant reimbursement requests and vouchers according to funder deadlines and requirements.

• Compile and verify supporting records, including general ledger detail, invoices, payment documentation, and payroll allocations.

• Use applicable state, federal, county, and private funder systems and portals to submit claims and track their status.

• Monitor grant receivables, reimbursement activity, spending limits, and outstanding payments; coordinate resolution of discrepancies with funders and internal program staff.

• Support documentation and financial monitoring requirements for grant audits and reviews.

Clinical Billing Coordination

• Serve as the primary internal operational contact for the outsourced RCM partner, coordinating questions, follow-up items, and internal issue resolution.

• Work with clinical leadership to identify and address internal barriers to timely billing, such as incomplete encounters, unsigned documentation, or missing information.

• Coordinate with appropriate staff on provider enrollment and credentialing issues and escalate delays that affect billing.

• Help review registration, insurance verification, and copayment collection workflows to reduce preventable claim issues.

• Collaborate with the CFO and clinical leadership to define reporting expectations, workflows, and time commitments as the outsourced RCM model is implemented.

Program Fees & Contract Billing

• Prepare and oversee billing for nonclinical program fees, service agreements, training, and other program contracts.

• Reconcile attendance, service records, and contract terms to amounts billed.

• Maintain accounts receivable aging reports, follow up on outstanding balances, and process authorized adjustments.

Bank Reconciliations & Monthly Close

• Complete monthly reconciliations of operating, payroll, money market, and other applicable bank accounts within five business days after month end; submit workpapers for CFO review.

• Coordinate monthly close activities and reconcile accounts payable, accounts receivable, payroll, and cash subledgers to the general ledger.

• Prepare and post authorized recurring and adjusting journal entries, including prepaid expenses, depreciation, grant revenue, and deferred revenue.

• Maintain accurate balance sheet reconciliations and organized supporting schedules for audits and financial reporting.

Program Financial Reporting

• Prepare monthly budget to actual reports by program, department, and grant award.

• Identify significant variances, coding errors, spending trends, and potential grant overages or underutilization.

• Partner with Program Directors to explain financial results, monitor grant spending, and resolve coding or reporting questions.

• Provide the CFO with clear summaries of financial trends and issues for leadership and Board reporting.

Supervisory Responsibilities

• Supervise, coach, and evaluate the Accounts Payable & Payroll Specialist; establish priorities and complete performance evaluations.

Qualifications

• Bachelor’s degree in accounting, finance, business administration, or a related field preferred; equivalent relevant experience considered.

• At least three years of progressively responsible accounting experience, including general ledger reconciliations and month end close; nonprofit or grant funded experience strongly preferred.

• Prior staff supervision or demonstrated ability to lead and review accounting workflows.

• Experience with grant reimbursement, restricted funding, payroll controls, and accounting systems preferred.

• Strong Excel skills, attention to detail, organizational judgment, confidentiality, and ability to work collaboratively across departments.

Work Environment & Physical Demands Equipment Used

Regular use of computers/iPads, printer, copier, scanner, fax, phone, shredder, and calculator. Software includes Microsoft Office: Word, Excel, Outlook, PowerPoint, and Access.

Mental and Visual Demands

Moderate attention required for administrative tasks, data entry, and client documentation. Some analysis and decision-making needed within established procedures.

Physical Requirements

The role involves frequent sitting, standing, walking, talking, hearing, and repetitive hand motions. Occasional pushing or pulling. No heavy lifting (under 5 pounds).

Environmental Conditions: 

The work environment characteristics described here are representative of those that may be encountered while performing the essential functions of this position.

There is no exposure to adverse environmental conditions.  Work is performed in a typical office environment with occasional outside travel.

Equal Employment Opportunity Statement

Delphi Rise is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, creed, sex, pregnancy, sexual orientation, gender identity or expression, national origin, ancestry, age, disability, genetic information, marital or familial status, military or veteran status, domestic violence victim status, or any other status protected by applicable federal, New York State, or local law.

Delphi Rise provides reasonable accommodations for disabilities and sincerely held religious beliefs or practices in accordance with applicable law.

Disclaimer: 

• All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

• This job description in no way states or implies that these are the only duties to be performed by the employee(s) occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.

• The company reserves the right to add to or revise an employee's job duties at any time at its sole discretion.

• This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.