The Chesapeake Bay Foundation seeks a Grants Assistant in the Finance Department to be based at the Philip Merrill Environmental Center in Annapolis, MD.
THE CHESAPEAKE BAY FOUNDATION
Established in 1967, the Chesapeake Bay Foundation (CBF) is the largest regional nonprofit conservation organization dedicated to saving the Chesapeake Bay, its rivers and streams, and the wildlife that call it home through education, advocacy, litigation, and restoration. Since 2010, CBF has engaged in a focused effort to defend and implement the Chesapeake Clean Water Blueprint, a binding federal and state collaborative agreement aimed at reducing pollution to the science-based, legally-affirmed levels established by the U.S. Environmental Protection Agency (EPA). The Blueprint is expected to be fully implemented by 2025. If the states and the federal government achieve Blueprint goals, the Bay will finally—after decades of failed efforts—be removed from the Clean Water Act’s impaired waters list. Successfully implementing the Blueprint depends on a well-informed, engaged, active, and diverse constituency of members, advocates, and volunteers who speak up and take action to save the Bay.
CBF has a staff of approximately 210 employees working in offices in Annapolis, Maryland; Richmond and Virginia Beach, Virginia; Harrisburg, Pennsylvania; and Washington, D.C. as well as 15 field education program locations. Our staff and volunteer corps work throughout the region educating students and adults, advocating for clean water policies, restoring waterways, and litigating when necessary. CBF's headquarters office in Annapolis, Maryland is the Philip Merrill Environmental Center, the world’s first U.S. Green Build Council’s LEED platinum building. In 2014, CBF opened the Brock Environmental Center—one of the world’s most energy efficient, environmentally smart buildings—in Virginia Beach, Virginia. CBF has an annual budget of approximately $30 million and is supported by over 300,000 members and e-subscribers. For more information on CBF, please visit cbf.org. DEPARTMENT DESCRIPTION Finance The mission of the Finance department is to establish and maintain the strategies and processes that ensure outstanding fiscal accountability at CBF that enhances the organization’s credibility and motivates others to support our goals. The department is committed to providing high-quality financial information and management reporting that responds to the needs of funders, government regulators, administrators, and constituents.
CONTEXT OF THE POSITION
This position will perform a key role in the grant administration function within the Finance Department. The grants administration function works collaboratively across departments to manage financial and compliance aspects of grants received and related subawards and contracts issued by CBF. Grants received by the organization and overseen by this group include Federal, State, and Private Grants. The Grants Assistant will work with and support the Grants Manager and Grants Accountant with all aspects of grants administration. Emphasis will be data entry and data management, audit file maintenance, and accurate and timely financial reporting.
This position requires a basic understanding of budgeting, accounting, and financial systems in order to gather appropriate reports from financial systems and accumulate appropriate backup documentation with some degree of independence.
Essential functions include:
Develop an understanding of CBF’s activities, grants, contracts, subawards and internal and external financial reporting requirements to ensure proper data collection and documentation to facilitate accurate and timely reporting.
Perform administrative duties contributing to the grants management process through the full life cycle of a grant, including, but not limited to:
assist with preparation of grant budgets and financial documents for applications and amendments
support preparation of financial reports to project managers and funding agencies by using data from accounting system
gather appropriate backup documentation for external financial reports and CBF payment requests
track CBF issued subawards and contracts to ensure reporting is received according to the agreement terms and follow up on outstanding submissions
review and confirm that appropriate payment request documentation is provided to CBF by subawardees and contractors
maintain electronic files ensuring appropriate documentation is readily available for, and in line with, auditing standards
assist with creating and take lead on maintaining shared files for all internal stakeholders on collaborative platforms such as Box
perform data entry functions to track pertinent award information in workbooks and/or financial applications
Assist in the preparation and gathering of necessary information and documentation related to grant and subawardee schedules for fiscal year end audit
Contribute to a collaborative work environment with shifting priorities
Miscellaneous projects and duties as assigned by the CFO and Grants Manager.
Work to ensure that systems, organizational culture, and practices are aligned with CBF’s mission, values and commitments related to DEIJ.
Develop and refine programs and activities to ensure equitable practices and support the development of a diverse and effective team.
Ensure an inclusive working environments that supports diverse populations
PREFERRED PROFESSIONAL EXPERIENCE AND QUALIFICATIONS
Bachelor’s Degree plus one year of relevant financial grants management experience preferred, or a comparable combination of knowledge and skills. Strong planning, administrative, organizational, and budget management skills. Ability to communicate effectively with and represent the Finance department to a wide range of internal and external stakeholders including state and federal agencies, sub-grantees, financial institutions, vendors, consultants, and others. Ability to work effectively with cross departmental staff members and affiliated organizations. Exceptional communication and interpersonal skills with the willingness to work both independently and collaboratively across a multi departmental organization. Must be proficient with Microsoft Office applications. Must possess strong attention to detail and ability to multi-task.
Grants management experience for a not-for-profit 501(c)(3) and specifically with Federal OMB Regulations is preferred. Experience with general ledger, financial software, (preferably Sage Intacct, Adaptive Insights), financial statements, reconciliations, budgets, and audits, is a plus.
Ability to communicate effectively with people from diverse backgrounds and experiences. Ability to receive and give supportive feedback to foster equity and inclusion in working relationships. Ability to recognize, nurture, and learn from strengths in co-workers. Having flexibility to accomplish job responsibilities in several work environments, whether it be from home, on the road, or in an office.
Salary Range: $45,000 - $50,000
CBF requires that all staff be fully vaccinated against COVID-19. The successful candidate will need to submit verification of vaccination or have a valid religious or medical reason not to be vaccinated.
WE ARE COMMITTED TO DIVERSITY, EQUITY, INCLUSION, AND JUSTICE
Just as biodiversity is the key to a thriving ecosystem, human diversity is the key to saving the Bay. Success depends on people from widely diverse backgrounds, cultures, ethnicities, identities, and races taking collective action. Clean water, clean air, and a safe environment are rights we all share. To increase diversity, equity, inclusion, and justice, the Chesapeake Bay Foundation will:
Recruit and retain a staff, board, and membership that reflect the diversity of people living within the Chesapeake Bay region;
Strengthen and broaden the diversity of our partnerships;
Celebrate and value the diversity of staff; and
Fight to ensure that everyone has equal access to clean water, clean air, and a safe environment.
CBF is proud to be an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
CBF offers a comprehensive benefits package to include: 20 vacation days, 10 sick days, 2 floating holidays, health, vision, dental, life insurance, and a 403(b) retirement plan with matching contribution.