Grant Billing Specialist

POSITION: Grant Billing Specialist
REPORTS TO: Accounting Manager
STATUS: Full-Time – Hourly – Non-Exempt

As a key member of the Finance team, the Grant Billing Specialist oversees end-to-end grant billing and reimbursement for government and other funded programs. This role applies independent judgment to interpret grant and contract requirements, establish compliant billing practices, and ensure accurate, timely cash recovery. The Specialist partners with Program Leadership, Accounting, and the Accounting Manager to strengthen internal controls, maintain audit-ready documentation, and improve processes and systems that support compliant revenue recognition and reporting (including Uniform Guidance, where applicable).

This is a salary-exempt position with responsibility for critical financial operations, policy implementation, and cross-functional coordination that directly impact organizational performance and compliance.

• Own the grant billing lifecycle, including establishing billing calendars, preparing invoices and draw requests, and ensuring submissions are complete, accurate, and submitted on time.
• Interpret grant, contract, and award terms (allowability, match, reporting, payment provisions) and translate requirements into clear billing procedures and controls.
• Maintain the audit-ready support package for each billing (source documentation, approvals, allocation support, and required schedules) consistent with organizational policy and funder requirements.
• Reconcile billed amounts, receivables, deferred items, and cash receipts with the general ledger monthly; investigate variances and drive timely corrective action.
• Monitor grant and contract budget-to-actual performance to prevent over- or under-billing, identify funding risks early, and advise the Accounting Manager and program leaders on corrective plans.
• Coordinate with program staff to validate service delivery and supporting documentation; provide guidance and training to improve first-pass accuracy.
• Support audits and funder monitoring/reviews by preparing schedules, responding to PBC requests, and demonstrating control design and operating effectiveness for the billing cycle.
• Maintain and report key performance indicators for the billing function (timeliness, accuracy, aging, dispute cycle time); elevate exceptions and compliance risks promptly.
• Assist with the development, rollout, and adherence monitoring of policies and procedures for grants, billing, document retention, and cash management.
• Maintain training compliance in accordance with organizational policies, governmental regulations, and audit readiness standards.

• Associate’s degree in Accounting, Finance, or a related field required;
  Bachelor’s degree strongly preferred.
• Three (3) or more years of progressively responsible experience in grant, contract, or reimbursement-based revenue environments; government-funded program experience preferred.
• Demonstrated working knowledge of grant compliance requirements and documentation standards (e.g., Uniform Guidance / 2 CFR 200, where applicable).
• Strong accounting fundamentals, including the ability to reconcile accounts and analyze variances; experience with general ledgers and receivables.
• Advanced Excel proficiency (pivot tables, lookups, reconciliation models) and proficiency with Microsoft Office.
• Experience with accounting systems and grantor portals preferred.
• Working knowledge of federal and state grant compliance requirements and documentation retention practices (including Uniform Guidance concepts, where applicable).

• Proven ability to exercise independent judgment and manage competing deadlines.
• Strong analytical skills and attention to detail; ability to detect and resolve discrepancies in complex billing support.
• Ability to work independently with minimal supervision and prioritize multiple responsibilities effectively.
• Sound judgment in identifying and escalating exceptions or compliance risks.
• High integrity and discretion in handling confidential and sensitive financial and client information.
• Strong written and verbal communication skills; ability to translate complex…