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POSITION ANNOUNCEMENT

STAFF ACCOUNTANT

The Staff Accountant plays a crucial role in supporting the Observatory\'s financial operations, with a strong focus on

accuracy, organization, and meticulous attention to detail. This position is responsible for managing monthly accounting

& grant-related tasks, including administering all pre and post-award compliance of Federal grants, and assisting in the

entire accounting process through the preparation of financial statements. The ideal candidate will demonstrate a

strong work ethic and the flexibility to perform a variety of responsibilities. They must be able to work both

independently and collaboratively, manage multiple priorities effectively, and communicate clearly to meet deadlines.

This role also requires sound judgment in determining the significance and materiality of financial information for proper

financial statement presentation and overall workplace efficiency. The Staff Accountant reports to the Controller.

RESPONSIBILITIES

? Maintain fixed asset records and conduct biannual inventory; perform monthly account reviews for coding

accuracy and post journal entries for reclassifications, as needed.

? Record asset additions and disposals; calculate and record monthly depreciation.

? Prepare miscellaneous organizational billings and record them in the accounting system.

? Manage month-end reconciliation of the corporate credit card account (\~50 users); export and format data from

the card portal and upload to Financial Edge NXT.

? Reconcile account data (e.g., public program revenue, donations, gift shop inventory) to assist with month-end

close.

? Review bank reconciliations prepared by others.

? Manage the Travel Advance account, ensuring all grant-related travel is billed in the correct period.

? Oversee the full lifecycle of approximately 40-50 federal grants and cooperative agreements, including 810

subrecipients. May include future management of federal contracts.

? Serve as the Observatorys Authorized Organizational Representative (AOR):

o Review all federal grant proposals prior to submission.

o Assist Principal Investigators (PIs) in developing proposal budgets, including coordination of required

documentation from subawardees.

o Ensure compliance with all grant guidelines during the proposal process.

? Maintain electronic records and audit-ready documentation for all awards.

? Analyze monthly award expenses against approved budgets; post monthly indirect cost journal entries.

? Prepare monthly drawdown worksheets based on verified expenditures; request and record drawdowns in

Financial Edge NXT.

? Issue monthly invoices to subawarding institutions.

? Monitor award budget modifications and ensure proper agency authorization.

? Provide monthly budget activity reports to 1620 Astronomers and other award managers.

? Collaborate with PIs to forecast spending and ensure efficient use of funds.

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? Prepare financial and other reports for grant close-outs.

? Conduct subrecipient monitoring to ensure award compliance, including documentation of:

o Incremental funding

o Extension requests

o Single audit requirements

? Interpret and ensure compliance with all applicable federal, state, and local regulations and with award terms

and conditions.

? Prepare the annual Indirect Cost Proposal and coordinate negotiation with the Observatorys cognizant federal

agency (due June 30).

? Support the Director of Science in developing the grant-related portions of the annual and mid-year operating

budgets.

? Develop, maintain, and update internal grant and contract management policies to ensure compliance with

funder requirements.

? Stay current with federal regulations, trends, and best practices in grant administration; provide guidance to the

finance team as applicable.

? Track balances on donor-funded projects and communicate updates to relevant staff.

? Assist the Philanthropy team with proposal submissions and financial documentation for grants awarded by

private foundations or institutions.

? All other duties assigned by the CFO.

QUALIFICATIONS

? Demonstrated understanding of financial management principles, terminology, and procedures with the ability

to apply them accurately in practice.

? Proven ability to interact effectively with individuals at all levels of the organization to coordinate activities,

provide guidance, and support collaborative work.

? Ability to exercise initiative, resourcefulness, and sound judgment in

Lowell Observatory

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