Grant Billing Specialist

Essential Duties and Responsibilities

• Produce and provide monthly financial reports, YTD expenditure reports, and quarterly and closeout reports for each grant for Department Directors, Program Managers and Supervisor.
• Obtain proper documentation for billing and audit purposes.
• Develop, revise and submit budgets and budget narratives for the assigned Department and grants for submission to funders.
• Analyze and monitor grant expenses making sure they are in accordance to budgets and agreements.
• Assist Department Directors and Program Managers on a daily basis with any requests, analysis, reports, and concerns.
• Identify any potential over/under spending, identify root cause and alert Program Managers, Department Directors and Supervisors.
• Record all accounts receivable, which include federal, local and state revenue into MIP accounting software on a monthly basis.
• Attend and participate in meetings with contract managers relating to budgets, expenses and or any fiscal concerns.
• Maintain a comprehensive knowledge and understanding of assigned Grants and Foundations.
• Daily communication with Department Directors, Program Managers, Contract Managers, Controller and CFO to make sure work is aligned with grant agreement.
• Provide all fiscal documentation and be audit ready when monitoring is conducted for assigned grants.
• Maintain and establish a professional and close relationship with all Contract Managers and outside staff.
• Resolve any issues relating to billing, budgets and reclassify entries as needed.
• Attend budget, budget amendment and billing trainings.
• Maintain multiple record keeping including all grants agreements and backup documentation.
• Assist Controller and Sr. Financial Analyst with grant analysis, forecasting, trend analysis.
• Monitor payroll changes such as salary allocations and inform Department Directors and Controller of any PAF allocation changes.
• Reconcile grant payments and make sure payment is collected and received up to date.
• Review the daily cash in bank provided by the Operations Accounting Manager to review all ACH direct deposits to advise Cash Analyst for proper cash application.
• Review monthly Aging AR for cash collection to improve cash flow liquidity.
• Assist the appropriate staff in coordinating the resolution of problems.

• Bachelor’s degree in Accounting, preferred. A combination of education and experience will be accepted on a year-to-year basis.
• Minimum of 2 years of Grants Billing/Accounts Receivable experience, required.
• Must have knowledge of grants and agreements laws, regulations, principles, policies, rules and procedures to develop, award, execute, and administer agreements.
• Must have mathematical knowledge and analytical skills to effectively create detailed grant budgets and work within percentages and basic statistics.
• Ability to analyze and resolve problems and draw accurate conclusions.
• Ability to provide technical assistance to grantees.
• Well-organized and deadline-focused with attention to details.
• Possesses a dependable and strong work ethic to manage confidential information and data with discretion and successfully meet scheduled deliverables and timelines.
• Ability to communicate effectively both orally and in writing with contract managers and agency staff.
• Ability to work independently, self-motivated with initiative.
• Ability to work well with a team.

To perform the job successfully, an individual should demonstrate the following competencies:

• Problem Solving – Identifies and resolves problems in a timely manner;
  Gathers and analyzes information skillfully;
  Develops alternative solutions;
  Works well in group problem solving situations;
  Uses reason even when dealing with emotional topics.
• Technical Skills – Assesses own strengths and weaknesses;
  Pursues training and development opportunities;
  Strives to continuously build knowledge and skills;
  Shares expertise with others.
• Interpersonal Skills – Focuses on solving conflict, not blaming;
  Maintains confidentiality;
  Listens to others without interrupting;
  Keeps emotions under control;
  Remains open to others' ideas and tries new things.
• Organizational Support – Follows policies and procedures;
  Completes…