Job Description
Job DescriptionPosition Summary
The Grants Fiscal Analyst contributes to the efforts of United Way of Palm Beach County by providing technical and operational support for the Services and Activities Management Information System (SAMIS), and various financial, grant making, Customer Relationship Management (CRM), and other platforms. The position works collaboratively with our internal staff managing relevant Children's Services Council of Palm Beach County funded initiatives, and other cross-department staff. This position is responsible for monitoring and reviewing fiscal aspects of funded programs, ensuring compliance with regulations, maintaining billing processes, and providing technical assistance to agencies using SAMIS and other platforms. The position serves as a key resource for system administration, training, and financial compliance.
Essential Duties and Responsibilities
The essential functions include, but are not limited to the following:
System Administration and Technical Support
- Provide frontline technical assistance to agency users on all aspects of SAMIS functionality
- Create and maintain user accounts, ensuring appropriate access levels and permissions
- Troubleshoot system issues and submit help tickets when necessary
- Maintain knowledge of system updates and communicate changes to agencies
- Monitor data input by agencies to ensure sufficient detail of services provided
Financial Management and Compliance
- Develop and maintain policies and procedures related to monitoring and reviewing fiscal aspects of contracts and subcontracts to ensure compliance with regulations
- Review and process monthly reimbursement requests submitted through SAMIS
- Analyze proposed program budgets for compliance, accuracy, and recommend modifications
- Monitor year-to-date spending patterns and prepare detailed comparison worksheets
- Analyze current expenditures and coordinate with leadership on development and projections for future funding scenarios
- Review supporting documents and invoices to ensure accuracy according to regulations
- Review, interpret, and correct discrepancies with reported allowances
- Ensure financial reporting is accurate and submitted according to defined deadlines
Personnel Management
- Assist agencies with staff position creation, management, and termination tracking in SAMIS
- Guide agencies on proper staff record management and position assignment procedures
- Review and approve new position requests for approved budgets
- Ensure proper documentation of position changes and staff transitions
Workflow and Document Management
- Configure and maintain workflow templates for agencies' fiscal document approval processes
- Ensure proper assignment of workflow roles within agencies
- Review and process fiscal documents through established approval chains
- Maintain accurate electronic and paper fiscal documentation
- Work closely with agencies to ensure monthly reporting is completed according to defined deadlines
Training and Capacity Building
- Develop and conduct training sessions on software functionality for agency and UWPBC staff
- Create user guides and documentation to supplement user manuals, and update as needed
- Provide technical assistance on system functionality to enhance agency capacity
- Stay current on system updates to ensure agencies maintain fiscal compliance and data integrity
- Build and maintain professional relationships with staff, partners, and community stakeholders
Other Duties
- Assist, as assigned by management, with the organization's disaster response efforts
- Perform other duties as opportunities are presented and/or assigned
Minimum Qualifications (Knowledge, Skills, and Abilities)
- Bachelor's degree preferred with a minimum of two years' experience in fiscal and data management, or comparable combination of education and experience
- Experience with database systems and financial management software
- Experience with grant management preferred
- Understanding of SAMIS functionality and workflows highly desirable
- Knowledge of financial, administrative, and management practices
- Strong analytical skills with attention to detail
- Excellent written and verbal communication skills
- Ability to establish and maintain effective working relationships with varying levels of staff, providers and partners
- Requires travel to agency locations for site visits, training and technical assistance
- Some evening and weekend work may be required during peak periods (e.g., budget cycles, fiscal year-end)
- Problem-solving skills and ability to research and implement solutions
- Ability to work independently and cross-functionally with management and other staff
- Ability to manage multiple priorities and meet deadlines
- Proficiency with Microsoft Office products, especially Outlook, Word, Excel, and Teams
United Way of Palm Beach County is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.