Grant Compliance & Accounting Coordinator

The Grant Compliance & Accounting Coordinator is responsible for the post-award administration, financial management, billing, revenue recovery, and compliance oversight of federal, state, local, and private grants supporting Stewpot’s housing and homeless services programs. This position serves as the organization’s primary resource for grant financial management and compliance, ensuring adherence to grant agreements, Uniform Guidance (2 CFR Part 200), HUD regulations, City of Dallas requirements, Housing Forward standards, and organizational policies.

This role has primary responsibility for grant drawdowns, reimbursement requests, grant accounts receivable management, compliance monitoring, and financial reporting. Working closely with Finance, Housing, and Program Leadership, the Grant Compliance & Accounting Coordinator ensures timely recovery of grant funds, maintenance of audit-ready documentation, strong internal controls, and compliance with all post-award requirements throughout the grant lifecycle.

Grant Billing, Draw Management & Revenue Recovery Prepare, review, and submit all grant reimbursement requests, invoices, drawdowns, and funding requests in accordance with grant agreements and funder requirements.

Manage the full lifecycle of grant accounts receivable, including preparation of billings, tracking outstanding receivables, collections follow-up, and reconciliation of grant funding received.

Maintain detailed schedules of grant receivables, reimbursement requests, cash receipts, deferred revenue, and funding status by grant. Reconcile draw requests, billings, grant revenue, and cash receipts to the general ledger and support documentation.

Monitor grant-related cash flow and proactively identify reimbursement delays, collection issues, or funding concerns.

Ensure reimbursement requests are accurate, timely, and supported by appropriate documentation.

Coordinate with program and finance staff to ensure timely capture and submission of eligible expenses.

Research and resolve billing discrepancies, questioned costs, funding variances, and reimbursement issues.

Assist with grant revenue recognition and preparation of related accounting entries.

Prepare aging reports, grant revenue analyses, and funding recovery reports for management review.

Grant Financial Management Maintain comprehensive grant accounting records and financial tracking systems for government and restricted funding sources.

Monitor grant expenditures and budget-to-actual activity to ensure alignment with approved budgets and funding requirements.

Track grant spending rates and forecast utilization to ensure optimal use of available funding.

Monitor spend-down requirements and notify leadership of potential under utilization, overspending, or budget concerns.

Collaborate with Finance to ensure proper cost allocations, indirect cost application, and restricted fund accounting.

Assist with monthly, quarterly, and year-end grant-related financial reporting and reconciliation activities.

Post-Award Compliance Administration Monitor ongoing compliance with federal, state, local, and private funding requirements.

Ensure compliance with Uniform Guidance (2 CFR Part 200), HUD regulations, Continuum of Care (CoC), Emergency Solutions Grant (ESG), Housing Forward standards, City of Dallas requirements, and other applicable funding regulations.

Review expenditures and supporting documentation for allowability, allocability, reasonableness, and appropriate approval.

Maintain complete and accurate grant files in accordance with record retention requirements.

Develop and maintain compliance calendars for reporting deadlines, contract renewals, monitoring visits, and audit requirements.

Monitor grant agreements, contracts, amendments, and funding restrictions to ensure continued organizational compliance.

Stay informed of changes in grant regulations and communicate compliance updates to affected departments.

Monitoring, Audit, and Internal Controls Coordinate preparation for funder monitoring visits, compliance reviews, external audits, and Single Audit requirements.

Maintain audit-ready grant files and support documentation.

Conduct periodic…