Conservation Corps Fiscal Specialist American YouthWorks · Austin, TX · On-site — ago

CAREER DETAILS:

CAREER

TITLE:

Conservation Corps Fiscal Specialist

LOCATION:

AYW Headquarters, Austin,TX

DIVISION:
Conservation Corps

DEPARTMENT:
Finance

POSITION

REPORTS TO:

Chief Financial Strategy Officer

POSITION SUPERVISES:
None

CLASSIFICATION:
Regular, Full-time, Non-Exempt

The Conservation Corps Fiscal Specialist is responsible for the timely and accurate billing, reimbursement, accounts receivable tracking, and fiscal administration of American Youth Works’ Conservation Corps grants, contracts, and fee-for-service projects across all operating sites. This position translates contract terms and program documentation into accurate, supportable, and collectible revenue; maintains current grant and contract balances; prepares assigned funder financial reports; monitors fiscal performance and deadlines;

and ensures billing and financial records remain complete and audit-ready.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Under the direction of the Chief Financial Strategy Officer, the Conservation Corps Fiscal Specialist performs the following duties:

• Maintain a centralized fiscal record for each active Conservation Corps grant, contract, agreement, and fee-for-service project, including executed agreements and modifications, funding periods, contract ceilings, rates, billing methodology, grant codes, cost centers, work-order numbers, reporting requirements, deadlines, and partner billing contacts.
• Review the fiscal and billing requirements of new and renewed agreements and identify missing, inconsistent, or unclear terms before billing begins.
• Coordinate with Finance and Conservation Corps leadership to establish or verify customer records, grant codes, cost centers, billing templates, and system configurations.
• Track contract utilization, amendments, expiration dates, remaining balances, renewal dates, and closeout requirements.
• Support the Chief Financial Strategy Officer and Conservation Corps leadership with financial data for project budgets, proposals, rate calculations, renewals, and contract modifications.

• Prepare and submit accurate and timely invoices, reimbursement requests, payment requests, and draw packages for Conservation Corps grants, contracts, and project partners.
• Validate billing support against agreement requirements, including project logs, crew and member hours, work dates, locations, rates, equipment, materials, travel, work orders, cost centers, and required approvals.
• Confirm that billings do not exceed contract ceilings, approved budgets, available funding, or applicable period-of-performance limitations.
• Enter and maintain invoices in Sage MIP, Veoci, partner portals, and other approved systems in accordance with established procedures.
• Maintain complete, organized, and version-controlled invoice files with all required supporting documentation.
• Track invoice submission, approval, payment, aging, and outstanding balances and conduct timely follow-up with partners and internal staff.
• Research and resolve rejected invoices, payment discrepancies, unapplied receipts, incorrect funding assignments, and other routine billing issues.
• Conduct a monthly completeness review to confirm that all eligible Conservation Corps work has been billed or documented as pending and elevate internal delays that place revenue or deadlines at risk.

• Reconcile invoices, payments, accounts receivable, project trackers, partner records, Sage MIP balances, and grant or contract balances.
• Identify and elevate unbilled revenue,…