Grants Invoicing Specialist

Job Title: Grants Invoicing Specialist Hourly Rate: $21.00 Reports To: Finance Supervisor FLSA Status: Non-exempt Full-Time Department: Finance Department Summary: The Grants Invoicing Specialist manages financial transactions with a primary focus on grants. Responsibilities include processing reimbursement requests, ensuring compliance with grant guidelines, and maintaining accurate financial records. In addition to reconciling accounts, tracking expenses, and preparing detailed reports for auditing purposes. With a keen eye for detail and a commitment to financial accuracy, it contributes to the efficient functioning of grant-related financial processes, facilitating smooth reimbursements and supporting the overall financial health of the organization. Essential Duties and Responsibilities include the following. Other duties may be assigned. Manage grants reimbursement processes from initial invoices to final reconciliation, ensuring timely and accurate submission of reimbursement requests. Reimbursement Processing-Review and process reimbursement requests from grant recipients, ensuring expenses align with approved budgets. Create, submit, and monitor reimbursement requests to grant funders, utilizing accounting software or collaborating with the grants team for data entry. Record Keeping and Documentation-Maintain meticulous records of grant-related financial transactions, invoices, receipts, and other relevant documentation. Maintain detailed records of grant expenditures, allocations, and documentation necessary for reimbursement purposes. Track reimbursements and payments on a comprehensive grant tracking sheet. Communicate regularly with grant funders and external stakeholders to address inquiries, provide updates, and resolve issues related to reimbursement. Budget Management-Develop and monitor grant budgets, track expenditure and ensure appropriate fund allocation. Monitor grant budgets as per the awarded grant and implement any necessary amendments. Compliance Monitoring-Continuously monitor grant expenses, promptly identifying and addressing potential compliance issues with corrective actions. Policy Adherence-Ensure all grant-related financial activities align with organizational policies and procedures. Risk Management-Identify and mitigate financial risks associated with grant expenses, such as budget overruns or misallocation of funds. Audit Preparation-Prepare for and actively participate in audits related to grant expenditures, providing necessary documentation and supporting evidence Participate in team meetings, training, and professional development activities to enhance Collect, review, and organize receipts, invoices, and support documents for weekly paid expenses. Verify that all expenses charged to grants are accurate, allowable, and properly documented. Match receipts and invoices to payments, purchase orders, or expense reports Track and categorize expenses according to specific grant budgets and funding sources Maintain detailed and audit-ready records of all grant-related expenditures Follow up with staff or vendors to obtain missing or incomplete documentation Access vendor portals and websites on a weekly basis to retrieve and download invoices and billing statements Match invoices with corresponding services, purchase orders, or approvals Follow up with vendors regarding missing invoices or discrepancies Assist accounting team with accounts payable duties if necessary Competency: To perform the job successfully, an individual should demonstrate the following competencies: Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures.Design - Generates creative solutions; Translates concepts and information into images; Uses feedback to modify designs; Applies design principles; Demonstrates attention to detail. 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. Customer Service Orientation - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments. Interpersonal - 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. Oral Communication - Speaks clearly and persuasively in positive or negative situations; Lists and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed; Recognizes accomplishments of other team members. Written Communications - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information. Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan. Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed. Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in the decision-making process; Makes timely decisions. Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans. Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Education/Experience: Associate degree (A.S.), two years of qualified education, or two years related experience or training and/or equivalent combination of education, experience, or training. Language Ability: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence.Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Math Ability: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Computer Skills: To perform this job successfully, an individual should have knowledge of Microsoft excel, word, outlook and publisher software. Familiarity with OneSite Accounting is extremely helpful. CERTIFICATES AND LICENSES: No certifications needed SUPERVISORY RESPONSIBILITIES: This job has no supervisory responsibilities. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision. While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. Specific vision abilities required by this job include ability to adjust focus #J-18808-Ljbffr Pathlight HOME