Grant Compliance Coordinator

Position Overview

This position supports grant and managed care operations by managing client intakes, billing, reconciliations, compliance tracking, and communication with funders. This role requires strong organizational skills, exceptional attention to detail, and the ability to manage daily, weekly, and monthly deadlines in a fast‑paced, deadline‑driven environment.

Paid As: Hourly, Non‑Exempt, Full‑Time
Hours of Operation: Monday–Thursday, 8:00 AM–4:30 PM;
Friday, 8:00 AM–3:30 PM
Reports To: Grant Compliance Manager and Chief Financial Officer (CFO)

• Maintain confidentiality of all client, donor, volunteer, staff, and board information
• Support and uphold the mission, vision, and goals of Meals On Wheels, Inc. of Tarrant County
• Represent Meals On Wheels in a professional and respectful manner at all times
• Maintain dependable transportation, a valid Texas driver’s license, and required vehicle insurance
• Successfully pass a criminal background check and maintain a clear Motor Vehicle Record (MVR)
• Assist with meal delivery when volunteer shortages require staff support
• Contribute to special projects and other duties as organizational needs arise

• Collaborate closely with the Grant Compliance Manager to ensure accurate and timely billing.
• Enter, maintain, and update data in internal and external databases with a high degree of accuracy.
• Prepare, reconcile, and submit complete and accurate monthly billing packages for grants and Managed Care Organizations (MCOs).
• Maintain compliant electronic and paper client files required for billing and audit purposes.
• Reconcile payments received against billing records and update accounts accordingly.
• Coordinate with internal departments to ensure consistency in meal counts, client profiles, and external reporting.
• Monitor grant expenditures to ensure funds are obligated and expended in accordance with grant requirements and internal procedures.
• Prepare documentation and provide support for grant‑related and external audits.
• Maintain billing records, grant payment histories, and tracking of current and upcoming grants.
• Perform clerical and administrative duties related to grant compliance, including scanning, filing, copying, and document management.
• Operate effectively in a fast‑paced, high‑volume environment with firm deadlines.
• Perform other related duties as assigned by the Grant Compliance Manager and CFO.

• High school diploma or equivalent required
• Associate degree or some college coursework preferred; relevant experience may be considered in lieu of formal education
• Prior experience in grant management, MCO billing, bookkeeping, or clerical accounting strongly preferred

• Advanced proficiency in Microsoft Excel
• Strong computer skills with the ability to work across multiple systems, including financial and accounting software, Microsoft Word, Access, and web‑based databases or tracking tools
• Exceptional attention to detail and accuracy in data entry and written communications
• Strong written and verbal communication skills
• Excellent organizational and time‑management abilities with the capacity to prioritize competing deadlines
• Ability to work independently as well as collaboratively across teams
• Responsive and professional when handling internal and external information requests
• Self‑motivated, proactive, and solutions‑oriented with sound judgment
• Availability to work occasional evenings or weekends as required

• Minimum of four (4) years of relevant professional experience
• Proficiency using a 10‑key numeric keypad with the ability to maintain accuracy under pressure
• Knowledge of accounting practices, Managed Care Organization billing, GAAP, indirect cost rates, and government funding compliance is a plus