Position 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 specialist 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)

Education and Experience

• 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

Knowledge, Skills, and Abilities

• 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

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle, or feel objects, tools or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

United Way of Palm Beach County is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.