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Grant And Contract Billing Specialist (Full-Time) - $25.00/hour

Volunteers of America
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The Grant and Contract Billing Specialist is responsible for the billing of Federal, State, and Local grant contracts, as well as for the receipt and accounting of funds being paid to the agency from these grant contracts. This position compiles, submits, and tracks grant billings to obtain payments; communicates with Leadership and stakeholders in various departments in regard to the grant billings; monitors all grant contracts; and processes Accounts Receivable (A/R) from grant contract payments for the entire agency. This role also serves as an auditor, ensuring that invoices are accurate and that proper accounting procedures are followed to account for the receipt of grant contract payments. In addition, this position is responsible for entering, computing, classifying, and recording grant contract A/R financial transactions to ensure the financial records of the organization are accurate. 

 

Position Type and Expected Hours of Work:  

This is a full-time position with 40 work hours per week. Core work hours for this position will usually take place Monday through Friday, between 7:00 a.m. and 6:00 p.m. Work schedule may vary and occasionally allow for some flexibility. Occasionally, long work hours, as well as evening, weekend, and holiday work may be necessary. 

 

Essential Duties and Responsibilities: 

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

  • Utilizes computers and QuickBooks accounting software to record, store and analyze information.
  • Analyzes, tracks, reconciles and manages all grant contracts.
  • Enters all grant information into QuickBooks accounting software and makes changes as needed.
  • Prepares and submits Federal, State and Local grant contract billings.
  • Ensures all negotiated contracts are billed on time and in accordance with all requirements.
  • Communicates with agency management, personnel and others regarding grant billings.
  • Obtains appropriate timely approval on all grant billings and invoices.
  • Reviews all billings and invoices for accuracy and completeness before submitting them.
  • Researches and resolves any payment discrepancies.
  • Answers all funder inquiries.
  • A/R aging management and collection.
  • Checks figures, postings and documents for correct entry, mathematical accuracy, proper codes, and makes adjustments to accounts as needed.
  • Codes invoices and documents according to company procedures.
  • Assists agency officers and personnel as necessary.
  • Performs various journal entries, account reconciliations, and provides general ledger support.
  • Stays current and complies with federal, state, local and company policies, procedures and regulations.
  • Facilitates management and employee understanding of grant contract billing and A/R procedures.
  • Classifies, records and summarizes statistical and financial data to compile and maintains A/R records using specialized accounting software.
  • Prepares grant contract A/R reports as required.
  • Assists with monthly closings.
  • Performs filing and copying.

Additional Duties and Responsibilities:  

  • Performs other related duties as required or assigned.
  • Travel as required. Travel is primarily local and during the business day; although very occasional out-of-the-area and overnight travel may be expected.
  • This role has no supervisory responsibilities.

Compensation and Benefits:

Monetary compensation for this role is $25.00 per hour, but other benefits of working at VOA go far beyond that:

  • Short Term and Long Term Disability
  • Supplemental Insurance
  • 8 Paid Annual Holidays
  • Up to 5 additional discretionary annual holidays (depending on hire date)
  • Company-issued cell phone and laptop
  • Paid Sick Leave
  • Paid Time Off
  • Mileage Reimbursement
  • Three Aflac Insurance Policies to electively enroll in: Accident Protection, Critical Illness and Hospital Indemnity
  • 403(b) Retirement Plan including up to 25% employer match up to $500 per year
  • Ongoing program specific training and professional development training
  • Opportunity for career growth and professional development
  • Work/Life Balance: We are dedicated to being flexible for family and self-care!

Requirements

To perform this job successfully, an individual must meet the minimum qualifications listed below. These qualifications are representative of the knowledge, skill and/or ability required to perform this job. 

 

Required Education and/or Experience: To perform this job successfully, an individual must have: 

  • High School diploma or equivalent
  • Minimum of two (2) years of previous A/R experience
  • Minimum of two (2) years of previous Excel experience

Certificates and/or Licenses: To perform this job successfully, an individual must: 

  • Have a valid Driver’s License
  • Have the ability to maintain Auto Liability Insurance
  • Become CPR/First Aid/BBP Certified within 6 months of employment
  • Successfully pass a Comprehensive Criminal History Background Check and Driving Record Review

Preferred Education and/or Experience: 

  • Associate or Bachelor’s degree in Accounting or closely related field
  • 2 years of experience managing contract budgets
  • Previous QuickBooks experience
  • Previous experience with contract and regulations compliance

Skills, Abilities, and Competencies: For an employee to succeed in this position they must have: 

  • Ability to communicate effectively, orally and in writing; including demonstrated strong interpersonal skills.
  • Ability to retain high professional standards regarding confidentiality.
  • Ability to multi-task and work in a high volume, fast-paced environment, balancing changing priorities.
  • Proven ability for attention to detail.
  • Ability to interact effectively with employees and managers from diverse socio-economic and ethnic backgrounds.
  • Strong analytical and organizational skills.
  • Proficient in word processing applications and associated software such as Excel, PowerPoint, Publisher, and Outlook.
  • Proficient reporting skills including auditing data and processes regularly to produce reports and/or communications to applicable stakeholders.

Physical Requirements: 

In order to meet all the expectations of this position, an individual must be able to: 

  • Regularly operate a computer, keyboard, mouse, and other office equipment (phones, photocopiers, fax machines etc.), perceive text and buttons on devices, and discern print and handwriting on paper forms.
  • Frequently is required to remain in a stationary position (such as sitting or standing).
  • Occasionally move about inside and outside to access file cabinets, office machinery, etc., lift and/or move files and/or cleaning supplies (up to 10 pounds), help to lift and/or move boxes of files. (up to 25 pounds).

Work Conditions: 

While performing the essential duties/responsibilities of this job, the employee may experience the following environmental conditions at the frequency indicated:

  • Noise Conditions: The noise level in the work environment is usually moderate consisting of usual business office sounds including but not limited to computers, printers, telephones, and light traffic. The work environment can get occasionally loud.
  • Heat/Cold: May be subject to heat, cold, wet, and/or humid weather conditions, and occasionally extreme heat and/or cold.
  • Injury Exposure: Position requires working with standard office equipment – copy machine, computers, and phones.
  • Atmospheric Exposures: Typical office environment conditions; may be exposed to various scents and perfumes, less than sanitary or uncomfortable conditions, various pests and pathogens, participants’ service and emotional support animals, as well as clients in physical, mental or emotional distress.