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Grant Billing Specialist

2 months ago

San Clemente, United States Family Assistance Ministries Full time

Family Assistance Ministries (FAM), based in San Clemente, CA, is a nonprofit organization dedicated to providing essential support and resources to individuals and families in need. Founded in 1999, FAM offers a range of services including food assistance, shelter, case management, counseling, and educational programs. Their mission is to empower individuals and families facing financial hardship or crisis by offering practical assistance, guidance, and hope for a brighter future. Through partnerships with local communities, businesses, and volunteers, FAM strives to make a meaningful difference in the lives of those they serve, fostering stability and self-sufficiency within the community.

Our mission is to assist people in need with food, shelter, and personalized coaching on their journey to independence.

We are seeking a **Grant Billing Specialist** to play a vital role in our finance department. This position will be responsible for managing grants and contracts, overseeing fiscal planning, and handling accounts payable. As a key member of the team, the Grant Accountant will contribute to the overall financial strategy and administration, ensuring compliance and effective financial management.

**Minimum qualifications**
- Oversee the financial tracking of grants from award setup to closeout.
- Utilize a database/spreadsheet system, track current grant cycles and renewal processes and ensure stewardship to maintain and increase future funding.
- Maintain schedule of grants reporting deadlines for monthly, quarterly, and annual financial reports, including preparation, submission with accuracy of all applicable reports as required by the funders.
- Maintain current grant funder records, record notes, actions, contact updates, and gift information in appropriate database and/or donor management system.
- Review notice of awards and grant and agency documentation to ensure a clear understanding of the regulations and guidelines associated with grant funds.
- Meet regularly with finance and leadership to review grant expenditures for compliance with grant guidelines and grant budget, and process journal entries as appropriate.
- Ensure timely communication and knowledge transfer is executed with respective departments on all requirements.
- Collaborate with coworkers to proactively improve processes related to post-award administration of grants.
- Reconcile grant expenditures and update projections monthly.
- Research and resolve accounting issues related to grants.
- Lead implementation of streamlining to new billing system. Monitor and evaluate automation to address gaps.
- Collaborate with coworkers to forecast the timing of grant expenditures and revenue recognition.
- Contribute to process improvements on revising and updating internal grant reports.
- Support Finance Director in coordinating with the external auditors to support the single audit.
- Create and submit progress report to funders.
- Responsible for billing all grants in a timely manner.
- Prospect, research and identify new grant funding opportunities and identify demographic information required in order to obtain funds.
- Participate and support grant procurement efforts with proposals to foundations, government, corporations, and other funding sources.
- Pursue continuing professional education related to Uniform Guidance updates and, when needed, initiate updates to processes and policies appropriately.
- Perform other duties as required.

**Travel**
- Local travel - must have reliable transportation, valid driver license and current auto insurance.

**Work Aptitudes**
- Demonstrate a positive, purposeful attitude, with value toward integrity, good judgment, and self-accountability.
- Lead in a collaborative yet assertive manner through strong leadership of the department and operating as a role model.
- Passion for thriving in a demanding environment, driven to meet competing deadlines, and skilled in prioritizing tasks amidst changes.
- Possess strong organizational and delegation skills.
- Effectively analyze and solve problems.

**Abilities, Competencies, and Skills**
- Bachelor’s degree in accounting or related field required.
- Minimum of 3-5 years of professional nonprofit experience related to grant accounting, compliance, government contract billing, with a focus on post-award management.
- Experience with Cal AIM, CDBG, and PSH contract billing highly desired.
- Experience with Uniform Guidance Single Audits.
- Experience with grant writing desired, but not required.
- Knowledge or experience using automated billing systems.
- Proficiency with automated systems including MS Office (Word, Excel and PowerPoint)
- Tech savvy and eager to optimize technology.
- Strong interpersonal, written and verbal communication skills
- Ability to work independently and collaboratively, with initiative, and handle multiple priorities and tasks.
- Ability to work in sensitive situations and maintain confidentiality.

**Work Schedule**