Senior Accountant, Grants & Special Funds

Overview

The Senior Accountant, Grants and Special Funds (GSF) is a key member of the Accounting team, supporting the Library’s grant accounting, financial reporting, compliance and audit functions. Reporting to the Associate Director, this position is responsible for managing a complex portfolio of government (City, State, and Federal) and private grants as well as supporting capital construction projects funded through public and private sources.

The role interacts with internal and external stakeholders by ensuring accurate revenue recognition, funding drawdowns, financial reporting, audit readiness, grant compliance, and capital invoice/requisition processing.

This position offers broad exposure to nonprofit financial management, government funding compliance, capital project accounting, and audit activities while supporting programs and capital investments that advance NYPL's mission.

• Preparation of grant financial reports, audit schedules, and supporting analyses that ensure compliance with donor, governmental, and GAAP requirements.
• Accounting, reporting, compliance and audit readiness for a diverse portfolio of government (City, State, Federal) and private grants.
• Revenue recognition, funding drawdowns, and balance sheet reconciliations, including accounts receivable and deferred revenue.
• Invoice review and payment requisitions for capital construction projects.

• Guidance on grant accounting, compliance requirements, and financial reporting best practices.
• Knowledge of Workday financial processes, funding source management, and grant accounting procedures.

• Develop a comprehensive understanding of NYPL’s operational structure, strategic priorities and cross‑functional operations.
• Master NYPL’s funding source structure, worktag framework, and grant accounting processes within the Workday environment.
• Gain expertise in the Library’s government funding streams, donor restrictions, capital funding mechanisms, and reporting requirements.

• Partner with management to optimize Workday processes, reporting capabilities, and grant accounting workflows.
• Strengthen internal controls, documentation, and audit readiness across the GSF portfolio.
• Leverage data analysis and technology tools to improve efficiency, accuracy, and stakeholder reporting.

• Develop working proficiency in navigating the Workday ERP environment.
• Develop an understanding of NYPL’s funding source structure, worktag logic, grant accounting workflow, and monthly close process.
• Establish baseline relationships with internal departments and key cross‑functional stakeholders.

• Independently prepare grant reconciliations, financial reports, and eRate billings for managerial review.
• Track and validate capital construction invoices and assemble financial data for City payment requisitions.

• Independently support month‑end close activities for the GSF portfolio.
• Prepare grant‑related audit schedules and supporting documentation and assist in facilitating auditor requests.
• Analyze GSF workflows and reporting models to identify opportunities for enhancement, partnering with management to execute process improvements.

• Prepare complex financial reports, reconciliations, and analyses for a diverse portfolio of government (City, State, Federal) and private donor/sponsor grants, ensuring strict alignment with donor specifications, GAAP, and compliance standards.
• Execute monthly revenue recognition processes for government funding sources in strict compliance with GAAP and nonprofit accounting standards.
• Facilitate timely monthly and quarterly funding drawdowns from government agencies.
• Execute detailed tracking and validation of capital construction project invoices and compile accurate financial data for City payment requisitions under capital grants.
• Administer eRate billings and perform monthly reconciliations.
• Review, validate, and process interdepartmental journal entries.
• Execute comprehensive accounts receivable and deferred revenue reconciliations for government grants and conditional gifts.
• Prepare quarterly State Aid funding reports and assist with the annual organization‑level State Aid Report.
• Serve as the lead preparer for grant‑related audit schedules; compile supporting documentation, analyze variances, and directly facilitate requests for the Single Audit.
• Assist with the calculation, allocation, and monitoring of indirect cost rates across public and private grant portfolios in adherence to donor agreements and Federal Uniform Guidance.
• Assist with setting up and maintaining funding source structure and documentation in Workday.
• Perform other related duties as necessary.