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Grants Accountant (Full Time)

Organization: New England Aquarium (AZA Member)
Location: Boston, MA, Country
Job or Internship: Job

TITLE: Grants Accountant

DEPT: Finance

REPORTS TO: Manager, Sponsored Program Administration

AVAILABLE: Immediately

HOURS: Full Time Regular, Monday- Friday, 35 hours per week


The Grants Accountant (GA) is responsible for the financial administration and monitoring of sponsored grants and contracts at the Aquarium. Assure compliance with various sponsor (awarding institution) rules, regulations, and guidelines and that expenditures under individual awards comply with their respective budget. The GA assures that expenditures meet sponsor budget parameters and OMB A-122 requirements for federal grants and contracts. The GA is expected to work independently and to assist Principal Investigators (PI’s) in managing their budgets. The GA must also exercise discretion in dealing with confidential information and when communicating with administrators at the Aquarium and its various sponsors.


1. Sets up all sponsored program projects in the financial management system upon receipt of new award Fact Sheets on a timely basis. Updates project data base for modifications received on existing awards as they occur.

2. Reviews and authorizes Purchase Orders and Warrants for input in the financial management system.

3. Analyzes project reports on a monthly basis. Reviews project end dates, compares expenditures to date by line item and in total to the authorized budget and checks that the appropriate indirect cost rate has been applied to direct costs incurred (in accordance with our NICRA of federally funded projects).

4. Prepares and transmits invoices on grants/contracts to sponsors for reimbursement. Invoices relating to federal assistance awards whose payment systems are automated are transmitted via or Fastlane. Analyzes accounts receivable aging monthly and makes collection calls as needed. Investigates and analyzes accounts for payments delayed due to sponsor questions/concerns.

5. Gathers and analyzes previous year’s sponsored grant and contract financial data in order to produce reports required by the auditors for the OMB A-133 Audit.

6. Produces and distributes monthly reports, including Active Accounts List, Deliverables List, Account Summary List, Federal Dollars Received Report, 4800 Report and the Project Review Spreadsheet.

7. Closes project accounts/budgets including “Match”, making adjustments and budget changes as necessary with approval of the Manager of Sponsored Program Administration in the financial management system.

8. Acts as a liaison between managers, PI’s, administrators and the Finance Department, interpreting/analyzing budgets, salary reports, accounting entries and audit practices. Assists in administering subcontracts with other institutions. Initiates deposits, transfers, adjustments, and closeouts for all project accounts with Finance.

9. Follows internal controls, procedures and processes to assure that sponsored program activities are conducted under and meet the Aquarium’s established policies and procedure guidelines.

10. Serves as initial contact for external grant administrators.

11. Performs other financial, general administrative, and sponsored research-related duties as assigned.


Minimum Training and Experience

Bachelor’s degree in business sciences (administration, finance, accounting, etc) and 3 years related experience.

Knowledge, Skills and Abilities

Solid knowledge and proficiency in accounting principles and practices, Microsoft Office applications, adding machines and the internet. Must communicate clearly with tact, diplomacy, and professionalism in dealings, which at times may be very sensitive, with sponsor contacts, PI’s/project managers and auditors. Sponsor contacts include federal contract officers, technical representatives, state, foundation, and corporate administrators.

New England Aquarium is an equal opportunity/affirmative action employer committed to diversity in the workplace.