Grant Billing Specialist - Miami

The Grant Billing Specialist is responsible for completing various grant billings on a monthly basis. This position will manage the invoice functions related to grants and other agency contracts. · Essential DUTIES AND RESPONSIBILITIES: · Responsibilities include the following, a ...

Job description

The Grant Billing Specialist is responsible for completing various grant billings on a monthly basis. This position will manage the invoice functions related to grants and other agency contracts.

Essential DUTIES AND RESPONSIBILITIES:
Responsibilities include the following, and other duties may be assigned:

• Produce and provide monthly financial reports, YTD expenditure reports, and quarterly and closeout reports for each grant for Department Directors, Program Managers and Supervisor.
• Obtain proper documentation for billing and audit purposes.
• Develop, revise and submit budgets and budget narratives for the assigned Department and grants for submission to funders.
• Analyze and monitor grant expenses making sure they are in accordance to budgets and agreements
• Assist Department Directors and Program Managers on a daily basis with any requests, analysis, reports, and concerns.
• Identify any potential over/under spending, identify root cause and alert Program Managers, Department Directors and Supervisors.
• Record all accounts receivable, which include federal, local and state revenue into MIP accounting software on a monthly basis.
• Attend and participate in meetings with contract managers relating to budgets, expenses and or any fiscal concerns.
• Maintain a comprehensive knowledge and understanding of assigned Grants and Foundations
• Daily communication with Department Directors, Program Managers, Contract Managers, Controller and CFO to make sure work is aligned with grant agreement.
• Provide all fiscal documentation and be audit ready when monitoring is conducted for assigned grants.
• Maintain and establish a professional and close relationship with all Contract Managers and outside staff.
• Resolve any issues relating to billing, budgets and reclassify entries as needed
• Attend budget, budget amendment and billing trainings
• Maintain multiple record keeping including all grants agreements and backup documentation.
• Assist Controller and Sr. Financial Analyst with grant analysis, forecasting, trend analysis
• Monitor payroll changes such as salary allocations and inform Department Directors and Controller of any PAF allocation changes
• Reconcile grant payments and make sure payment is collected and received up to date.
• Review the daily cash in bank provided by the Operations Accounting Manager to review all ACH direct deposits to advise Cash Analyst for proper cash application.
• Review monthly Aging AR for cash collection to improve cash flow liquidity.
• Assist the appropriate staff in coordinating the resolution of problems.

Qualifications:
Bachelor's degree in Accounting, preferred. A combination of education and experience will be accepted on a year-to-year basis.
Minimum of 2 years of Grants Billing/Accounts Receivable experience, required
Must have knowledge of grants and agreements laws, regulations, principles, policies, rules and procedures to develop, award, execute, and administer agreements

Must have mathematical knowledge and analytical skills to effectively create detailed grant budges and work within percentages and basic statistics.

Ability to analyze and resolve problems and draw accurate conclusions.
Ability to provide technical assistance to grantees.
Well-organized and deadline-focused with attention to details.

Possesses a dependable and strong work ethic to manage confidential information and data with discretion and successfully meet scheduled deliverables and timelines.

Ability to communicate effectively both orally and in writing with contract managers and agency staff.
Ability to work independently, self-motivated with initiative
Ability to work well with a team
Competencies

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

• 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 own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
• Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
• Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

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

While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear.

The employee is occasionally required to stand; walk; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus


WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

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

Work is performed primarily in an office environment under pressure and requires the ability to quickly adjust to changing priorities and demands.

All of Senior Management and Managers are required to actively participate in JCS' Milk and Honey, Matzah Mitzvah and other similar events.

These events are essential to our organizational culture, and leadership participation is key to fostering team unity, supporting our values, and engaging with our community.

By attending, managers and supervisors help set the standard for involvement and demonstrate our commitment to these meaningful traditions.