Grants Invoicing Specialist

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

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

Pay: $20.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person