Grant Compliance Specialist

The Grant Compliance Specialist is a key member of YouthCare's Program Quality and Impact (PQI) team, working under the day-to-day direction of the Senior Program Manager - Grants & Contracts. This position assists the third-party outsourced accounting team with the preparation and submission of grant invoices and financial reports across YouthCare's portfolio of public and private funding, and provides essential support to the Senior Program Manager on funding opportunities, audit preparation, budget tracking, and compliance monitoring activities.

This is a great opportunity for someone with hands-on grant billing and reporting experience who is eager to deepen their knowledge of grant compliance in a mission-driven organization. The ideal candidate is detail-oriented, well-organized, and comfortable working across multiple funders and deadlines. Familiarity with public funding streams including federal, county, and city grants, and a working knowledge of the Uniform Guidance (2 CFR Part 200) are important assets in this role.

ESSENTIAL RESPONSIBILITIES:

Grant Financial Reporting & Invoicing

• Support the preparation and submission of accurate, timely financial invoices and reimbursement requests for all active public and private grants, including federal (DOL and DOJ), KCRHA, county (King County), city (City of Seattle), and foundation funders.
• Assist in maintaining the grant billing calendar to track all invoice due dates and reporting deadlines across the full grant portfolio.
• Support the generation of funder-specific financial reports in required formats, including cost reimbursement reports and budget-to-actual summaries.
• Assist with reconciling grant expenditures against the general ledger and program budgets monthly; flag discrepancies to the Senior Program Manager and outsourced accounting team for resolution.
• Coordinate with program staff to gather supporting documentation for invoices, such as payroll records, receipts, and service delivery data.
• Assist in maintaining organized, complete, and audit-ready grant files including award documents, correspondence, budget modifications, and submitted reports.

Compliance Support

• Assist the Senior Program Manager in monitoring grant award terms and conditions to ensure expenditures are allowable, allocable, and reasonable under funder requirements and the Uniform Guidance (2 CFR Part 200). Support the review of grant agreements, contract modifications, and subrecipient agreements for financial compliance considerations.
• Help maintain working knowledge of applicable federal, county, and city regulations governing YouthCare's grant portfolio.
• Assist in tracking subrecipient compliance requirements and gathering documentation for subrecipient monitoring activities.

Audit & Monitoring Support

• Assist the Senior Program Manager in preparing for funder desk audits and monitoring visits from federal, county, and city funders, including organizing files and compiling requested documentation.
• Support preparation of audit workpapers and materials for the annual Single Audit (Uniform Guidance) and other compliance reviews in partnership with the outsourced accounting team.
• Help compile documentation and responses related to audit findings or monitoring recommendations as directed in partnership with the outsourced accounting team.
• Participate in funder desk audits as a supporting team member; gain exposure to audit processes across a variety of federal, county, and city funders.

Budget Tracking & Grant Allocations Support

• Track grant expenditure pacing against approved budgets and provide regular status updates to the Senior Program Manager.
• Assist in the preparation of budget modification requests and related funder correspondence.
• Support the accurate application of grant allocation methodologies and indirect cost rates as directed by the Senior Program Manager.
• Assist in gathering data and documentation needed for budget development during the grant proposal stage.

Systems & Administrative Support

• Generate reports in accounting software (MIP Fund Accounting experience a plus) to support accurate recordkeeping and reporting.
• Support the development and maintenance of internal grant files, tracking tools, and process documentation.
• Assist in preparing financial data and summaries for grant applications and renewal proposals in collaboration with the Development team.
• Perform other grant-related administrative and financial tasks as assigned by the Senior Program Manager.

Payroll, Allocations, and Finance

• Provide payroll allocations oversight to ensure accurate, compliant distribution of payroll costs across grants, programs, and funding sources.

Process Improvement & Training

• In collaboration with the Senior Manager of Grants and Contracts, develop, present, and maintain continuing education materials to ensure staff understand and correctly apply grant requirements, cost allocations, and related financial processes.
• Provide training and guidance to managers on reviewing organizational credit card transactions during the monthly close process to ensure accurate coding, proper documentation, and compliance with internal policies and funding requirements.
• Successfully complete the DOJ Grants Financial Management Online Training within the first three months of employment to demonstrate working knowledge of 2 C.F.R. Part 200 Uniform Guidelines.

Qualifications

MINIMUM REQUIREMENTS:

• In collaboration with the Senior Manager of Grants and Contracts, develop, present, and maintain continuing education materials to ensure staff understand and correctly apply grant requirements, cost allocations, and related financial processes.
• Provide training and guidance to managers on reviewing organizational credit card transactions during the monthly close process to ensure accurate coding, proper documentation, and compliance with internal policies and funding requirements.
• Successfully complete the DOJ Grants Financial Management Online Training within the first three months of employment to demonstrate working knowledge of 2 C.F.R. Part 200 Uniform Guidelines.
• Experience and credentials must comply with program contractual requirements, including but not limited to the Washington State Department of Children, Youth, and Families (DCYF) background clearance process and must be at least 21 years of age. DCYF Clearance must be maintained for entirety of employment when working with under-18 clients.

PREFERRED REQUIREMENTS:

• Experience with MIP Fund Accounting software.
• Familiarity with DOL, DOJ, KCRHA, WA Department of Commerce, or City of Seattle grant programs.
• Experience in a nonprofit human services or housing-services organization.

CONDITIONS OF EMPLOYMENT:

• Must be able to provide I-9 supporting documentation for employment.
• Ability to provide a negative TB Test (results must be within one-year of hire date).
• Attention to Detail: Produces accurate, well-organized work product and catches errors before they reach funders.
• Dependability: Meets deadlines consistently and follows through on assigned tasks.
• Collaboration: Works well as part of a team; communicates proactively and takes direction effectively.
• Learning Orientation: Eager to build knowledge of grant regulations, funder requirements, and compliance best practices.
• Equity-Centered Practice: Approaches work with awareness of and commitment to dismantling systemic barriers affecting the young people YouthCare serves.
• Attention to Detail: Produces accurate, well-organized work product and catches errors before they reach funders.
• Dependability: Meets deadlines consistently and follows through on assigned tasks.
• Collaboration: Works well as part of a team; communicates proactively and takes direction effectively.
• Learning Orientation: Eager to build knowledge of grant regulations, funder requirements, and compliance best practices.
• Equity-Centered Practice: Approaches work with awareness of and commitment to dismantling systemic barriers affecting the young people YouthCare serves.
• Experience and credentials must comply with program contractual requirements, including but not limited to the Washington State Department of Children, Youth, and Families (DCYF) background clearance process and must be at least 21 years of age. DCYF Clearance must be maintained for the entirety of employment when working with under-18 clients.
• Employees who drive YouthCare vehicles as a requirement for their position, must be at least 21 years of old, possess a valid Washington State Driver’s License, meet minimum safe driver criteria established by the agency and our insurance company which includes completion of Defensive Driving and 15-passenger Van trainings. Drivers under the age of 25 must have been licensed for at least 3 years and those operating vehicles with a capacity of 15 or more passengers must be at least 25 years old.
• Successful completion of trainings such as New Employee Orientation, CPR & First Aid (Adult/Child), and Bloodborne Pathogens.
• Computer software skills including Windows, Microsoft outlook, Microsoft Word
• Initiative, creativity, reliability, flexibility, thoroughness
• Strong verbal and written communication skills with good quality spelling, grammar and punctuation
• High integrity when dealing with a broad array of cultures and restricted and/or confidential information.