Grants Invoicing Specialist

Job Title:

Grants Invoicing Specialist Hourly Rate: $21.00

Reports To:

Finance Supervisor

FLSA Status:
Non-exempt Full-Time Department:
Finance Department

Summary:

The Grants Invoicing Specialist manages financial transactions with a primary focus on grants. Responsibilities include processing reimbursement requests, ensuring compliance with grant guidelines, and maintaining accurate financial records. In addition to reconciling accounts, tracking expenses, and preparing detailed reports for auditing purposes. With a keen eye for detail and a commitment to financial accuracy, it contributes to the efficient functioning of grant-related financial processes, facilitating smooth reimbursements and supporting the overall financial health of the organization.

• Manage grants reimbursement processes from initial invoices to final reconciliation, ensuring timely and accurate submission of reimbursement requests. Reimbursement Processing-Review and process reimbursement requests from grant recipients, ensuring expenses align with approved budgets. Create, submit, and monitor reimbursement requests to grant funders, utilizing accounting software or collaborating with the grants team for data entry.
• Record Keeping and Documentation-Maintain meticulous records of grant-related financial transactions, invoices, receipts, and other relevant documentation. Maintain detailed records of grant expenditures, allocations, and documentation necessary for reimbursement purposes.
• Track reimbursements and payments on a comprehensive grant tracking sheet.
• Communicate regularly with grant funders and external stakeholders to address inquiries, provide updates, and resolve issues related to reimbursement.
• Budget Management-Develop and monitor grant budgets, track expenditure and ensure appropriate fund allocation. Monitor grant budgets as per the awarded grant and implement any necessary amendments.
• Compliance Monitoring-Continuously monitor grant expenses, promptly identifying and addressing potential compliance issues with corrective actions.
• Policy Adherence-Ensure all grant-related financial activities align with organizational policies and procedures.
• Risk Management-Identify and mitigate financial risks associated with grant expenses, such as budget overruns or misallocation of funds.
• Audit Preparation-Prepare for and actively participate in audits related to grant expenditures, providing necessary documentation and supporting evidence
• Participate in team meetings, training, and professional development activities to enhance
• Collect, review, and organize receipts, invoices, and support documents for weekly paid expenses.
• Verify that all expenses charged to grants are accurate, allowable, and properly documented.
• Match receipts and invoices to payments, purchase orders, or expense reports
• Track and categorize expenses according to specific grant budgets and funding sources
• Maintain detailed and audit-ready records of all grant-related expenditures
• Follow up with staff or vendors to obtain missing or incomplete documentation
• Access vendor portals and websites on a weekly basis to retrieve and download invoices and billing statements
• Match invoices with corresponding services, purchase orders, or approvals
• Follow up with vendors regarding missing invoices or discrepancies
• Assist accounting team with accounts payable duties if necessary

To perform the job successfully, an individual should demonstrate the following competencies:

Analytical
- Synthesizes complex or diverse information;
Collects and researches data;
Uses intuition and experience to complement data;
Designs workflows and procedures.

Design
- Generates creative solutions;
Translates concepts and information into images;
Uses feedback to modify designs;
Applies design principles;
Demonstrates attention to detail.

Problem Solving
- Identifies and resolves problems in a timely manner;
Gathers and analyzes information skillfully;
Develops alternative solutions;
Works well in group problem solving situations;
Uses reason even when dealing with emotional topics.

Technical Skills - Assesses…