Compliance and Invoice Specialist II or III

Compliance and Invoice Specialist II or III

Location
:
Central Office

Salary
: Level II
: up to $75,000.00, based on education and experience
Level III
: up to $85,000.00, based on education and experience

Employment type
:
Full Time

Primary Hours
: 8am to 5pm

Position Description
:
The Compliance and Invoice Specialist is responsible for overseeing the processing and management of all invoices submitted by Grant Subrecipients for payment and/or reimbursement. This role ensures that all financial documentation aligns with applicable grant terms, internal policies, and regulatory requirements. The Specialist will assist with the end‑to‑end invoice workflow—from receipt and review to approval and payment—while maintaining accuracy, timeliness, and compliance throughout the process.

The Compliance Specialist will play a critical role in ensuring the agency’s adherence to federal, state, and agency‑specific regulations, policies, and procedures. This position will collaborate with internal stakeholders and report directly to the Compliance Manager to oversee the agency’s compliance program.

• Oversee the end‑to‑end processing of all invoices submitted by Grant Subrecipients for payment and/or reimbursement in alignment with grant agreements, internal policies, and applicable regulations.
• Review and verify invoice documentation for accuracy, allowability, and completeness before initiating payments.
• Monitor and evaluate the agency’s operations to ensure compliance with applicable federal and state laws, regulations, and agency policies.
• Assist in developing, implementing, and reviewing compliance‑related policies, procedures, and guidelines.
• Act as a liaison between departments to ensure cohesive compliance efforts and provide guidance on compliance‑related inquiries.
• Conduct periodic compliance audits and risk assessments; develop recommendations to address non‑compliance or improve processes.
• Serve as the primary point of contact for subrecipients regarding invoicing questions, documentation requirements, and payment status.
• Collaborate with the Grant Administrative Manager and Finance Department to ensure timely processing of payments and resolution of discrepancies.
  
  Ensure that all invoice records are properly documented, organized, and stored to support audit readiness and regulatory compliance.
• Identify opportunities to streamline and enhance invoice processing workflows, tracking systems, and reporting tools.
• Monitor invoice processing timelines and outstanding payments to ensure prompt resolution and adherence to internal service‑level agreements.
• Coordinate with the Compliance Manager to address any concerns related to invoice compliance, cost allowability, or documentation gaps.
• Develop and maintain invoice processing manuals, checklists, and training materials for internal staff and external partners.
• Conduct onboarding and training sessions for subrecipients and program staff on invoicing procedures, expectations, and common issues.
• Prepare regular reports on invoice activity, payment trends, processing times, and outstanding items for review by the Grant Management Director.
• Collaborate with the Grant Management Director to update policies and procedures as grant requirements or funding agency guidance changes.
• Implement Key Performance Indicators (KPIs) to monitor invoice processing efficiency, accuracy, and compliance with internal timelines.
• Ensure effective communication and collaboration across teams involved in financial, grant, and program administration.
• Support financial reconciliation efforts by coordinating with Finance and program staff to validate invoice charges and allocations.
• Escalate complex or unresolved invoice issues to senior leadership, providing clear documentation and recommended solutions.
• Maintain a strong understanding of grant terms and conditions to ensure consistent application of invoicing standards.
• Contribute to the overall mission of the Grant Management Office by promoting accountability, transparency, and efficiency in financial processes.
• Being present at the office is an essential function of the job.
• Other duties as…