Job Details

Grant Billing Specialist
Jul 30, 2019 Billing Specialist I-540.docx
YWCA Greater Cincinnati
Part Time

Job Title:

Grant Billing Specialist I

Revision Date:

July 15, 2019






Cincinnati, OH

FLSA Status:



Finance Coordinator








 Responsible for handling grants and grant accounts receivables (A/R) including, but not limited to, preparing invoices and posting A/R and cash receipts for grant awards in accounting system. Develop various billing analysis and analytics including, but not limited to, completion of monthly grant billing and Accounts Receivable reports for management.

  • Prepare monthly grant reimbursement invoices in compliance with grant requirements.
  • Assist with subgrantee financial monitoring (collection, review and processing of financial reports from subgrantees; on-site and desktop monitoring) and ensure subgrantees compliance with rules and regulations.
  • Prepare all federal and funder required financial reporting and supporting schedules (quarterly/semi-annually/annually) per award agreements within specified timelines. (SF 425, FFR 9130, etc.) for grants assigned.
  • Assist with preparation of grant budgets, spending plans, budget modifications, subgrantees’ contractual agreements and amendments for grants assigned.
  • Develop a thorough understanding of awarding agencies guidelines and regulations (DOL, DOJ, etc.); maintain grasp of changing guidelines.
  • Generates and reviews grant billing reports from Financial Edge for completeness and accuracy.
  • Ensures that eligible grant expenses are coded to a grant code.
  • Track grant budget performance with agency staff relative to program goals and contract guidelines.
  • Understand all financial-related grant or contract financial compliance requirements for assigned programs.
  • Maintain appropriate grant related financial records.
  • Keep current on relevant grant information by attending conferences and trainings.
  • Provide data to Managers and Directors on an ongoing basis. Support program staff as necessary to maintain grant financial compliance.
  • Prepares various journal entries, including but not limited to, journal entries for account corrections, adjustments, grant match, and revenues.
  • Assists with the annual grant audit by providing support documentation as needed.
  • Cross train with other finance staff; able to backup and/or train on all specialist positions.
  • Secures confidential payroll information at all times.
  • Identifies changes that would promote ongoing process improvement.


  1. 2.       Other duties as needed or assigned by the Vice President Finance

  2. 3.       Support to Management, Supervisors, and Staff

  3. 4.       Clerical/General Administrative

·         Respond to routine emails, phone calls, etc.

This job description is not intended to be all inclusive and the employee will also perform other reasonably related business duties as assigned by the immediate supervisor and other management as required.




·         Associate degree in accounting required or comparable experience

·         Fund accounting and government grant billing experience or equivalent preferred.

  • Excellent organizational skills and attention to detail
  • Ability to work well under deadline pressures without sacrificing accuracy
  • Experience with local, State, and Federal grants preferred
  • Strong computer skills including a working knowledge of Financial Edge/Blackbaud preferred and Office 2010 or higher
  • Proficient with Microsoft Excel


  • N/A

Skills/Specialized Knowledge/Abilities 

·         Calm, organized, patient, diplomatic, and confident demeanor in working with staff and vendors

·         Comfort in relating to all levels of management and diversity of personalities

·         Advanced attention to detail and accuracy in all work

·         Intermediate ability to prioritize own wide-ranging work load and work independently

·         Ability to maintain the highest levels of confidentiality regarding business and staff information

·         Intermediate ability to work collaboratively with colleagues and vendors.

·         Ability to recognize and analyze problems from an accounting perspective, identify and propose solutions.


Working Hours/Environment

·         Position is 25 hours/week; may require additional hours periodically, including evening and weekends depending on business needs

·         Work at various work sites

Tools and Equipment Used

·         Personal computer, copier, fax/scanner, phone, and other typical office equipment


·         Minimal – travel to various work sites in the Greater Cincinnati area


This job description does not constitute a written or implied contract of employment.  This job description is not intended and should not be construed, to be an exhaustive list of all responsibilities, skills, efforts, or work conditions associated with the job.  Furthermore, the employer reserves the right to revise or change job duties and responsibilities as the need arises.

Contact Details

Angela J Jenkins
YWCA Greater Cincinnati