Grants Manager Position:
Santa Clara County FireSafe (SCCFSC) is a 501 (c)3 nonprofit
grassroot organization providing education and project assistance
for homeowners and landowners in communities vulnerable to wildfire
in Santa Clara County.
The Grants Manager is responsible for grant and contract related
reporting. Accounting tasks including but not limited to;
invoicing for costs incurred, invoicing for advances, recognition
of grant revenue and indirect costs, tracking required match both
between grant funds and in-kind work, grant financial reporting;
budget to actual grant monitoring, budget creation and revision,
grant contracts, and other support as needed. Reporting tasks
include pulling together deliverables’ narratives from tracking
spreadsheets and team members, cover sheet preparation as required
by grantor and submission of monthly, quarterly, or periodic
progress and final reports. Maintenance of all documentation
used for reporting in the shared organizational drive.
Tracking of reporting schedule for progress reports and final grant
close out reports.
The ideal candidate for this role should have superior
organizational skills, the ability to collaborate across virtual
team, experience working with boards, self-reliant and exceptional
budgeting, and monitoring skills. The outstanding Grants Manager
should re-enforce relationships with donors, ensure that grant
programs operate efficiently, streamline grant administration, and
keep our organization fiscally sound.
Hours/Site: 30-40 hours per week, Monday
through Friday, SCCFSC is headquartered in Saratoga, California.
Work is 100% remote. Some travel to headquarter & field sites
may be required.
Reporting to the CEO with regular interface with the Managing
Director, finance team, grants consultant and operations
- Establish a cadence of meetings with the finance and operations
team and grant consultant sufficient to capture and review all
relevant information needed for grant reporting, tracing and report
- Maintain grant and contract management protocols related to
allocation, time, and expense allocation and revenue recognition by
grant/contract and allocations of income and expense down to the
project level detail.
- Oversee grant reporting, including ensuring timely submission
of grants reports, tracking and monitoring status of reports,
sending report reminders, and monitoring grant payments.
- Writing and production of all grant and city contract vendor
reports on monthly, quarterly and required intervals
- Create, maintain, and communicate a grants/contracts calendar
indicating when each report is due and stablish protocol for
advance collection and preparation of needed materials to ensure
on-time submittal. Create and maintain a grants calendar with
reporting requirements for incoming grants and maintain all records
for accurate and efficient reporting and audits.
- Maintain grant track for new applications. Track in process
applications, wins, losses and categories and associated
- Attend board and finance committee meetings as requested.
- As requested, participate in partner meetings.
- Work with Bookkeeper/CFO to perform financial reporting duties,
including a review of grant actual costs to ensure compliance,
document payments and expenditure, optimize grant administration
process, prepare, and submit financial reports.
- In coordination with the finance team, be responsible for the
preparation and distribution of grant project budget to actual
reports for the Managing Director.
- Collaborate with Managing Director and HFR teams to establish
invoicing and costing best practices so information needed to
allocate revenue/expense by grant/contract down to the project
level is completed and verified at regular intervals. Allocate
expenses to grants and projects needed for reporting.
- Coordinate with all relevant staff and partners to identify
grantmaking needs, risks, and complexity and support the timely
writing of grants.
- Develop SCCFSC’s internal grant systems and maintain best
practices for grants administration for both incoming and outgoing
grants. Current primary system is Zoom grants. Experience with Zoom
and knowledge of other systems such as Fluxx, Submittable a
- Develop proposed budgets in coordination with finance
- Develop comprehensive reports for all grant agreements.
- Schedule and help prepare for meetings with teams about grant
reports to highlight successes and challenges in grant fund
spending and coordinate next steps.
- Ensure that the finance team has all contract documentation
necessary for record keeping and invoice payment purposes.
- Oversee the development, payment allocation, and tracking of
- Liaise between funders/grantors, and teams as necessary.
- As needed and directed by CEO, work on new grant proposals,
- Coordinate with grants consultant and establish effective
- Degree in Business Administration or equivalent work
- Methodical and strategic thinking.
- Good communication skills.
- Project management skills.
- Excellent organizational skills.
- Budgeting and accounting experience.
- Proficiency with Excel, experience with Zoom Grants, experience
with Google Docs.
- Knowledge of QuickBooks accounting software
- Experience with complex federal grants, state, county, and
- Experience with wildfire, environment, climate change and
forestry grants preferred, but not required.
- Computer literacy including grant writing databases and
- Knowledge of auditing policies.
This role can be based anywhere in the United States, with
preference given to candidates in the San Francisco Bay Area,
California. The desired start date for this position is early
For an independent consultant, the position will have a
competitive hourly rate with the flexibility to work remote when
authorized. For a potential hire, the position will also have a
competitive hourly rate with the flexibility to work remote when
authorized. Reimbursement of approved/authorized expenses and the
ability to work with a fun, talented, and committed team on one of
the most important missions of our time—wildfire mitigation,
safety, and survivability. Position is expected to be a range of
30-40 hours per week. Competitive hourly salary and
To apply, send a cover letter and resume to our HR
Manager at email@example.com
Applications will be considered as they are
For more information about our organization, please
The SCCFSC is an equal opportunity employer and will consider
all qualified applicants. In accordance with Federal law and the
U.S. Department of Agriculture (USDA), and SCCFSC policy, we
prohibit discrimination on the basis of race, color, national
origin, ancestry, pregnancy, age, genetic information, medical
condition, mental or physical disability, sex, gender identity,
gender expression, gender transitioning, religion, military and
veteran status, political beliefs, marital status, familial or
parental status, sexual orientation, if all or part of an
individual's income is derived from any public assistance program,
or any other status or condition protected by Federal, State and
To file a complaint of discrimination: write USDA, Director,
Office of Civil Rights, Room 326-W, Whitten Building, 1400
Independence Avenue, SW, Washington, D.C, 20250-9410 or call (202)
720-5964 (voice and TDD).