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
We are looking for someone we can count on to:

Own:

• 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.

Teach:

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

Learn:

• 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.

Improve:

• 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.

Some expectations for this role are that within:
1 month, this person will:

• 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.

3 months, this person will:

• 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.

6 months and beyond, this person will:

• 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.

Responsibilities:

• 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

Required Education, Experience & Skills

Required Education & Certifications

• Bachelor’s degree in accounting, finance, or business administration

Required Experience

• 5-7+ years of progressive accounting experience, with a heavy emphasis on grant accounting, fund accounting, or regulatory compliance in a nonprofit, healthcare, higher education, or public sector environment, or public accounting experience serving these sectors, including supporting Single Audits
• Experience working with ERP systems (Workday Financials preferred)
• Exposure to capital project accounting, construction-related invoicing, or payment requisitions

Required Skills

• Solid understanding of nonprofit accounting principles, including grants management, donor-restricted revenue and reporting, audit preparation, and City of New York, State of New York, or Federal funding compliance requirements
• Strong proficiency in Microsoft Excel, including pivot tables, lookup functions, and data analysis techniques
• Deadline-oriented and able to manage multiple priorities
• Excellent interpersonal, oral and written communication skills
• Ability to partner with all levels of internal departments and external stakeholders

Managerial/Supervisory Responsibilities

• N/A

More...

Core Values
All team members are expected and encouraged to embody the NYPL Core Values:

• Be Helpful to patrons and colleagues
• Be Resourceful in solving problems
• Be Curious in all aspects of your work
• Be Welcoming and Inclusive

Work Environment

• Office setting
• Telecommuting

Physical Duties

• N/A

Pre-Placement Physical Required?

• No

Union/Non Union

• Non-Union

FLSA Status

• Exempt

Schedule

• 35 hours a week; Monday-Friday from 9:00am-5:00pm; must be flexible to work extended hours during critical periods (e.g. audit, year-end)
• Hybrid 3 days in office /2 days remote as workload permits

This job description represents the types and levels of responsibilities that will be required of the position and shall not be construed as a declaration of all of the specific duties and responsibilities for the role. Job duties may change if Library priorities change. Employees may be directed to perform job-related tasks other than those specifically presented in this description as needed.

The New York Public Library Salary Statement At the Library, we believe that pay transparency and pay equity are important to ensuring we source the best candidates and keep the best employees. When making a determination as to the appropriate salary for a candidate, we consider a variety of factors such, including, but not limited to, the position requirements, the skills, prior experience, and educational background required or preferred for the job, the scope and impact of the role within the organization, internal peer equity, and the candidate's specific training, experience, education level, and skills. No single factor is conclusive; the Library reserves the right to consider any and all relevant factors and make a decision consistent with its policies

About The New York Public Library

The New York Public Library is a free provider of education and information for the people of New York and beyond. With 92 locations—including research and branch libraries—throughout the Bronx, Manhattan, and Staten Island, the Library offers free materials, computer access, classes, exhibitions, programming and more to everyone from toddlers to scholars, and has seen record numbers of attendance and circulation in recent years. The New York Public Library serves more than 18 million patrons who come through its doors annually and millions more around the globe who use its resources at www.nypl.org