Fiscal Administrator Associate, Grants and Contract Management

Who We Are:CAMBA is a community of staff, volunteers, clients, donors, neighbors and partners who work together to build an inclusive New York City, where all children and adults have access to the resources and supports they need to thrive. We take a comprehensive approach by offering more than 180 integrated programs in:
Education & Youth Development, Family Support, Job Training & Employment Support Services, Health, Housing, and Legal Services. We reach more than 73,000 individuals and families, including almost 13,000 youth.

CAMBA serves a diverse cross section of New Yorkers from new mothers in Brownsville to job seekers in the Rockaways. More than half of our clients are immigrants and refugees from around the globe. Over 85% of our families are in living in poverty, reflecting the challenges faced by nearly 1.7 million New Yorkers today.

CAMBA's Grants and Contracts Management Department supports the administration of city, state, federal, and private grants and contracts, including billing, tracking, compliance, and coordination with internal departments and funders.

Position: Fiscal Administrator Associate

Reports To: Director

Location: 1720 Church Avenue, Brooklyn, NY 11226

What Does an Outreach Specialist Do:

• Support the preparation of invoice packages and organization of supporting documentation.
• Support the review of invoices and supporting documentation for completeness, accuracy, and consistency and identify discrepancies, missing documentation, or items requiring follow up.
• Follow up with internal teams to obtain documentation.
• Monitor rejected invoices, track their status, and support timely
• Maintain organized documentation for compliance.
• Audit & Post-Payment Review Support:
• Support audit and post-payment review processes as needed, with increased involvement during audit periods.
• Gather documentation for audits and funder requests.
• Data Entry & Systems Support:
• Enter invoice data into systems such as Passport.
• Perform data verification and cleanup.
• Maintain logs of deadlines and follow-ups.
• Tracking & Follow-Up Management:
• Support ongoing tracking of invoice status across the full lifecycle.
• Maintain accurate trackers for submissions and payments, including follow-up with funders on payment status.
• Follow up with program staff, AP, Budget dept, payroll, and fiscal teams.
• Escalate delays when needed.
• File & Documentation Management:
• Organize shared drive folders and standardize naming.
• Scan, save, and archive documents.
• Maintain electronic and hard-copy files.
• Variance Report Support:
• Gather, organize, and review information used to support Variance Reports and identify discrepancies, missing information, or items requiring further review by the Fiscal Administrator.
• Quality Assurance
• Perform assigned quality assurance reviews of billing documentation, tracking tools, supporting records, and other fiscal documentation to identify missing, incomplete, or inconsistent information prior to Fiscal Administrator review.
• Cross-Functional Coordination:
• Act as liaison between Fiscal, Program, Budget Dept, AP, Purchasing, Receiving Dept, and Payroll.
• Administrative Support:
• Provide support to
• Assist with correspondence and scheduling.
• Support quality assurance and process improvements.
• General Compliance Responsibilities:
• Follow all Federal, State, City, and CAMBA policies.
• Maintain confidentiality.
• Ensure documentation meets audit standards
• Other duties as assigned

Education, Licenses and/or Certifications

Required:

• High school diploma or G.E.D. required.

Minimum Experiences and

Skills Required:

• 1-2 years of administrative, fiscal, grants and contracts, accounting support, billing, audit support, or data tracking experience preferred.
• Strong organizational skills with the ability to multi task, manage competing…