Finance & Grants Specialist

Job Description

Job Description

Benefits:

• 401(k)
• Opportunity for advancement
• Training & development
• Wellness resources

Position Summary

The Finance & Grants Specialist is responsible for the day-to-day financial operations of Providence House, with a primary focus on accounts payable, accounts receivable, and grant billing. This position ensures accurate financial tracking, timely processing of transactions, and strict compliance with federal, state, and private funding requirements, including HUD, CoC, ESG, and other funding streams.

This role is critical to maintaining the financial integrity of the organization and supporting the sustainability of programs serving homeless families.

Mission Alignment Statement

All employees of Providence House are expected to support and advance the organizations mission to serve homeless families with children by ensuring excellence, compassion, and accountability in all aspects of their work.

Key Responsibilities

Accounts Payable (AP)

• Process and code all invoices in accordance with organizational policies and grant requirements
• Ensure proper documentation and approvals prior to payment
• Prepare and process weekly check runs and electronic payments
• Maintain vendor files, including W-9s and payment terms
• Reconcile vendor statements and resolve discrepancies

Accounts Receivable (AR)

• Track and record all incoming revenue, including program income, reimbursements, and donations (as applicable)
• Monitor receivables and follow up on outstanding balances
• Prepare and issue invoices for partner agencies or program services
• Reconcile AR accounts and maintain accurate records

Grants Billing & Compliance

• Prepare and submit monthly reimbursement requests/invoices for government and foundation grants (CoC, ESG, TANF, etc.)
• Track grant expenditures to ensure alignment with approved budgets
• Maintain supporting documentation for all billed expenses (timesheets, receipts, cost allocations, etc.)
• Collaborate with program staff to ensure accurate and timely reporting of expenses
• Assist with grant reporting and audits, including monitoring visits
• Ensure compliance with federal and state regulations, including Uniform Guidance (2 CFR Part 200)

Financial Reporting & Reconciliation

• Assist with monthly bank and general ledger reconciliations
• Maintain accurate financial records in accounting software
• Support preparation of internal financial reports
• Identify and flag discrepancies or compliance concerns

Administrative & Cross-Functional Support

• Collaborate with program and leadership staff to ensure proper expense allocation
• Support annual audit preparation and documentation requests
• Maintain organized financial records (digital and physical)
• Assist with budget tracking and financial analysis as needed

Qualifications

Education & Experience

• Associates or Bachelors degree in Accounting, Finance, or related field preferred
• Minimum of 23 years of accounting or bookkeeping experience
• Experience with nonprofit accounting and grant billing strongly preferred
• Familiarity with HUD, CoC, ESG, or other public funding streams is a plus

Knowledge, Skills & Abilities

• Strong understanding of accounts payable, accounts receivable, and general accounting principles
• Knowledge of grant compliance and cost allocation practices
• High level of accuracy and attention to detail
• Strong organizational and time management skills
• Ability to manage multiple deadlines and priorities
• Proficiency in accounting software (e.g., QuickBooks, Sage) and Microsoft Excel
• Strong communication and collaboration skills

Core Competencies

• Integrity & Accountability
• Attention to Detail
• Financial Stewardship
• Compliance & Risk Awareness
• Team Collaboration
• Mission Alignment