Accounting and Grants Assistant



Accounting and Grants Assistant

Employment Type:

Full time


Seattle, WA



Application Contact:

Laura Boyle

Job Description:

Marguerite Casey Foundation exists to help low-income families strengthen their voice and mobilize their communities in order to achieve a more just and equitable society for all.  Marguerite Casey Foundation believes families are the leaders of change. We are dedicated to nurturing a grassroots movement of empowered families to advocate for our communities—and a nation—that benefits everyone.

Headquartered in Seattle, Washington, Marguerite Casey Foundation provides multiyear, general-support grants to grassroots groups in the 13 states with the highest concentration of family poverty in the United States, as well as to national organizations. Since our inception, the Foundation has made nearly 1,500 grants, totaling over $400 million.
Position Overview
The Accounting and Grants Assistant (AGA) will report to the Chief Financial Officer and support both the accounting and grants management functions of the Foundation. The AGA will help maintain accurate and timely financial and grantmaking records within the Foundation’s accounting and grants management systems. This role is part of the Finance & Administration team and works closely and collaboratively with other departments, vendors and grantees to support the foundation’s mission. The AGA is also expected to take on administrative tasks as well as special projects as requested.
The ideal candidate will be experienced in handling a wide range of accounting, financial, and administrative related tasks and will be able to work independently with little or no supervision.
This person must be exceedingly detail oriented, adept with MS Excel, and enjoy the challenges of an established organization and managing multiple priorities.  The ideal candidate will have the ability to interact with colleagues in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism.
Duties and Responsibilities
Grants Administration
• Assist the Grants Administrator in maintaining an accurate grantmaking database (SmartSimple). 
• Assist in compiling and preparing data for grantee evaluation and reporting, including receiving and organizing data from grantees and other sources, checking and entering data as needed.
• Support the Foundation’s internal review and approval process for matching and discretionary grants.
• Compile grants payment information for ACH batches.
• Enter data and maintain spreadsheets of financials, program data, and grant information.
• Provide backup support for Grants Administrator in the following tasks:
o Administration of grantmaking function, including invitation, approval, agreement generation, internal invoicing, and reporting.
o Monitor the budget and financial obligations of grant awards.
o Perform grant reconciliations between SmartSimple and accounting software (MS Dynamics GP software). 
• Work in collaboration with grantmaking and administrative staff to ensure compliance with grant and quality procedures.
• Assist in preparing grant reports as requested by the CFO, outside stakeholders, and department directors.
Finance and Accounting
• Assist the Finance Manager to ensure all transactional entries are accurate and up to date.
• Accounts payable management. This includes:
o Check Runs – prepare and code weekly invoices for payment and prepare journal entries for review. Print checks and prepare positive pay files after approval.
o ACH & Wire Payments - prepare and code weekly payments and prepare journal entries for review.  Originate ACH and wire transfers via online banking services or Microsoft GP.
o Prepare and code monthly Visa charge statements and prepare journal entries for review.
o Maintain specific spreadsheets for specific expenses and vendors - update all spreadsheets monthly with payment activity for contracts, sponsorships and membership, and subscription.
• Properly code vender invoices and expense report information into the GP software.
• Reconcile accounts to the General Ledger. This includes:
o Fixed Assets Reconciliation - run fixed assets depreciation schedules; reconcile the fixed assets report to General Ledger balances.
o Grant Payment Reconciliation - prepare grant payment reconciliation to grants management system.
o Petty Cash Reconciliation – record petty cash activity on a monthly spreadsheet and prepare the journal entry.
o Bank Statement Reconciliation - Review and reconcile the monthly General Ledger activity to monthly bank statements.
o Sales Tax Reconciliation - Record and review all activity to the General Ledger.
o Investment Reconciliation - Record all monthly investment activity to the General Ledger.
o Deferred Compensation - Record all quarterly deferred compensation to the General Ledger.
• Assist in the processing of independent contractor contracts and payments.
• Assist Finance Manager and CFO with Program-Related Investment (PRI) monitoring and reporting, including monthly data gathering, review, and entry.
• Maintain specific spreadsheets for employee expenses - update all spreadsheets monthly with payment activities for professional development and employee reimbursements.
• Assists in the interaction with external auditors in completing audits.
• Assists in the processing of payroll, reviews timesheets to make sure that they are accurate and PTO requests are submitted on-time.
• Provide backup support for Finance Manager in the following tasks:
o Semi-monthly payroll processing
o Investment capital calls and redemptions
General Administration
• Support the CFO’s in administrative duties as needed, such as scheduling and making travel arrangements.
• Coordinate and schedule department meetings.
• Work in conjunction with the other associates to provide general administrative and clerical support to ensure the efficient operation of the Foundation.
• Execute special projects and other duties as assigned.
Position Qualifications
The Marguerite Casey Foundation seeks a candidate with:
• Bachelor’s degree or equivalent, in accounting preferred
• At least 3 years of relevant work experience, in bookkeeping, accounting, or grants management
• Experience with Microsoft Dynamics GP or other enterprise accounting software is preferred.
• Experience with grantmaking or SmartSimple a plus.
• Excellent Windows skills and proficiency with Microsoft Office365.  Superior skills preparing Excel-based reports desired.
• Must enjoy working in an administrative or support role.
• Highly organized with keen attention to detail.
• Task-oriented with the ability to prioritize and handle multiple tasks independently, effectively managing shifting priorities and time-sensitive projects to meet deadlines.
• Excellent written and verbal communication skills, including competent proof-reading and error-checking, and polished interpersonal skills to work effectively with a variety of people.
Cultivating a diverse and inclusive team is an essential part of Marguerite Casey Foundation’s work to advance equity. Candidates of all backgrounds are strongly encouraged to apply.

Apply for Accounting and Grants Assistant using the link below:


Marguerite Casey Foundation
1425 4th Avenue 900
Seattle, WA, United States
Phone: 206 691 3134

Organization Profile