Grants and Accounts Payable Administrator

Date: August 10, 2026
Job Title: Grants and Accounts Payable Administrator
Classification:Full-Time, Non-Exempt
Wage: $26.44/hour - $28.84/hour
Location: Helena, MT
Reports to: Controller

Description of Position:
In support of Montana Community Foundation’s (MCF) mission, the Grants and Accounts Payable Administrator provides administrative support to the Grants and Scholarships Program and Finance Department. This position assists in facilitating MCF’s grantmaking and scholarship operations through all stages of the process. This position will be responsible for managing and monitoring all grants authorized by the Foundation and ensuring consistent grant processing.

The position will manage a robust database and use it to support the grants and scholarship’s administrative function. The Grants and Accounts Payable Administrator is also responsible for processing accounts payable for the Finance Department, ensuring data integrity and supporting internal staff. The Grants and Accounts Payable Administrator reports to the Controller.

MCF’s mission is to Create a Culture of Giving so Montana Communities Can Flourish. This mission is accomplished through a strong team effort that focuses on collaboration, empowerment, and professional excellence. MCF places equal emphasis on an employee’s skills and an employee’s attitude, recognizing the combination of exceptional skills and a positive, respectful attitude make MCF a special environment for its employees and constituents.

To that end, our employees must have a positive attitude and engage in constructive and appropriate communication. Employees must treat their employer, its constituents, and each other with respect always. Each employee is a vital part of MCF’s team and plays an integral role in meeting our goals.

• Ensure the Foundation’s grant-making and related processes, documents, and procedures are executed professionally, efficiently, on schedule, and in a manner consistent with best practices.
• Responsible for the timely processing of grants using the grants management database. Accurately and efficiently process grant recommendations from submission to disbursement. This includes using a database to enter and track all grants, data entry, research, and due diligence, generating award letters, mailing grants, and maintaining records.
• Ensure grants comply with current IRS charitable giving guidelines, MCF’s Values Aligned Grantmaking Policy, and MCF practices.
• Manage database records for related programs, grantees, fund holders, and advisory committee members.
• Provide accurate grant data/information to Foundation staff and Board of Directors, as needed.
• Work closely with Donor and Philanthropy staff on donor relationship stewardship and grant management.
• Serve as a primary point of contact for donors and grantees who need assistance in utilizing the Foundation’s grants management system for submission of applications and reports.
• Track grantee payments and reports due, sending reminders to grantees and program staff as needed; confirm application and reporting materials are complete when submitted.
• Assist Program Officers with online grant application software. This may include using an online application system for each grant program and tracking and monitoring grantee progress through an online reporting system.

• Responsible for the timely processing of the Foundation’s invoices daily using the financial management database. Accurately and efficiently process invoices from receipt of invoice to disbursement. This includes using a financial database to enter and track all payments to be made, data entry, ensuring complete documentation of payment, submitting invoices for review and payment, and mailing of payments.
• Ensure invoices have been properly reviewed and approved by necessary department directors before payment.
• Ensure accounts payable vendor records are accurate and have W-9 verifications before payment.

• Responsible for assisting the Finance Department in the review and information gathering of…