Fiscal Administrator Associate, Grants and Contract Management

CAMBA, Inc.; New York (NY); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

403(b) retirement plan with employer-m

Paid time off

Paid holidays

Job summary

CAMBA is hiring a Fiscal Administrator Associate to support invoice packages, review documentation for accuracy, and coordinate with internal teams to ensure timely processing. The role emphasizes data integrity, audit support, and system data entry in environments like Passport and Sage Intacct.

The position requires 1–2 years of related experience, strong organizational skills, and excellent communication.

Qualifications

• High school diploma or GED required.
• 1-2 years of administrative, fiscal, grants and contracts, accounting support, billing, audit support, or data tracking experience preferred.
• Strong organizational skills with the ability to multi task, manage competing priorities, and meet deadlines in a fast paced environment while maintaining attention to detail in documentation.
• Proactive and self directed, with the ability to take initiative, follow up consistently, and identify issues while supporting timely resolution.
• Excellent verbal and written communication skills, including the ability to read, write, interpret correspondence, present information clearly, and respond to a range of stakeholders.
• Advanced technical proficiency in Microsoft Office, especially Excel and Outlook, along with experience navigating databases and financial systems such as Sage Intacct or similar platforms.

Responsibilities

• Support the preparation of invoice packages and organization of supporting documentation.
• Support the review of invoices and supporting documentation for completeness, accuracy, and consistency and identify discrepancies, missing documentation, or items requiring follow up.
• Follow up with internal teams to obtain documentation.
• Monitor rejected invoices, track their status, and support timely processing.
• Maintain organized documentation for compliance.
• Audit & Post-Payment Review Support: support audit and post-payment review processes as needed, with increased involvement during audit periods.
• Gather documentation for audits and funder requests.
• Data Entry & Systems Support: enter invoice data into systems such as Passport; perform data verification and cleanup.
• Maintain logs of deadlines and follow-ups.
• Tracking & Follow-Up Management: support ongoing tracking of invoice status across the full lifecycle.
• Maintain accurate trackers for submissions and payments, including follow-up with funders on payment status.
• Follow up with program staff, AP, Budget dept, payroll, and fiscal teams.
• Escalate delays when needed.
• File & Documentation Management: organize shared drive folders and standardize naming; scan, save, and archive documents.
• Maintain electronic and hard-copy files.
• Variance Report Support: gather, organize, and review information used to support Variance Reports and identify discrepancies, missing information, or items requiring further review by the Fiscal Administrator.
• Quality Assurance: perform assigned quality assurance reviews of billing documentation, tracking tools, supporting records, and other fiscal documentation to identify missing, incomplete, or inconsistent information prior to Fiscal Administrator review.
• Cross-Functional Coordination: act as liaison between Fiscal, Program, Budget Dept, AP, Purchasing, Receiving Dept, and Payroll.
• Administrative Support: provide support to staff, assist with correspondence and scheduling, support quality assurance and process improvements.
• General Compliance Responsibilities: follow all Federal, State, City, and CAMBA policies; maintain confidentiality; ensure documentation meets audit standards.
• Other duties as assigned

Skills

Organizational skills

Attention to detail

Communication skills

Multi-tasking

Education

High school diploma or GED

Tools

Excel

Outlook

Sage Intacct

Job description

Who We Are:CAMBA is a community of staff, volunteers, clients, donors, neighbors and partners who work together to build an inclusive New York City, where all children and adults have access to the resources and supports they need to thrive. We take a comprehensive approach by offering more than 180 integrated programs in: Education & Youth Development, Family Support, Job Training & Employment Support Services, Health, Housing, and Legal Services. We reach more than 73,000 individuals and families, including almost 13,000 youth.CAMBA serves a diverse cross section of New Yorkers from new mothers in Brownsville to job seekers in the Rockaways. More than half of our clients are immigrants and refugees from around the globe. Over 85% of our families are in living in poverty, reflecting the challenges faced by nearly 1.7 million New Yorkers today.

CAMBA's Grants and Contracts Management Department supports the administration of city, state, federal, and private grants and contracts, including billing, tracking, compliance, and coordination with internal departments and funders.

Position: Fiscal Administrator Associate

Reports To: Director

Location: 1720 Church Avenue, Brooklyn, NY 11226

What Does an Outreach Specialist Do:

• Support the preparation of invoice packages and organization of supporting documentation.
• Support the review of invoices and supporting documentation for completeness, accuracy, and consistency and identify discrepancies, missing documentation, or items requiring follow up.
• Follow up with internal teams to obtain documentation.
• Monitor rejected invoices, track their status, and support timely
• Maintain organized documentation for compliance.
• Audit & Post-Payment Review Support:
• Support audit and post-payment review processes as needed, with increased involvement during audit periods.
• Gather documentation for audits and funder requests.
• Data Entry & Systems Support:
• Enter invoice data into systems such as Passport.
• Perform data verification and cleanup.
• Maintain logs of deadlines and follow-ups.
• Tracking & Follow-Up Management:
• Support ongoing tracking of invoice status across the full lifecycle.
• Maintain accurate trackers for submissions and payments, including follow-up with funders on payment status.
• Follow up with program staff, AP, Budget dept, payroll, and fiscal teams.
• Escalate delays when needed.
• File & Documentation Management:
• Organize shared drive folders and standardize naming.
• Scan, save, and archive documents.
• Maintain electronic and hard-copy files.
• Variance Report Support:
• Gather, organize, and review information used to support Variance Reports and identify discrepancies, missing information, or items requiring further review by the Fiscal Administrator.
• Quality Assurance
• Perform assigned quality assurance reviews of billing documentation, tracking tools, supporting records, and other fiscal documentation to identify missing, incomplete, or inconsistent information prior to Fiscal Administrator review.
• Cross-Functional Coordination:
• Act as liaison between Fiscal, Program, Budget Dept, AP, Purchasing, Receiving Dept, and Payroll.
• Administrative Support:
• Provide support to
• Assist with correspondence and scheduling.
• Support quality assurance and process improvements.
• General Compliance Responsibilities:
• Follow all Federal, State, City, and CAMBA policies.
• Maintain confidentiality.
• Ensure documentation meets audit standards
• Other duties as assigned

Education, Licenses and/or Certifications Required:

• High school diploma or G.E.D. required.

Minimum Experiences and Skills Required:

• 1-2 years of administrative, fiscal, grants and contracts, accounting support, billing, audit support, or data tracking experience preferred.
• Strong organizational skills with the ability to multi task, manage competing priorities, and meet deadlines in a fast paced environment while maintaining attention to detail in documentation.
• Proactive and self directed, with the ability to take initiative, follow up consistently, and identify issues while supporting timely resolution.
• Excellent verbal and written communication skills, including the ability to read, write, interpret correspondence, present information clearly, and respond to a range of stakeholders.
• Strong problem solving and critical thinking abilities, with the capacity to gather relevant information and apply practical solutions, including working with fractions, decimals, and percentages.
• Highly collaborative, able to work effectively with diverse personalities in a professional and supportive manner.
• Advanced technical proficiency in Microsoft Office, especially Excel and Outlook, along with experience navigating databases and financial systems such as Sage Intacct or similar platforms.

Preferred Qualifications:

• Associate's degree or relevant coursework in business, accounting, or a related field preferred.

Pre and/or Post Employment Requirements:

Status: Full Time
Benefits: CAMBA offers a comprehensive benefits package including health insurance, dental insurance, 403(b) retirement plan with employer match, paid time off (vacation, personal, and sick time), and paid holidays.

CAMBA is an Equal Opportunity Employer. We value a diverse workforce and inclusive workplace. People of color, people with disabilities, and lesbian, gay, bisexual, and transgender people are encouraged to apply. We consider all applicants without regard to race, color, religion, creed, gender, gender identity, gender expression, national origin, age, disability, socio-economic status, marital or veteran status, pregnancy status or sexual orientation.

Help New Yorkers in need transform their lives

Each year, CAMBA reaches over 70,000 individuals and families, including over 11,000 youth. Without your support, we cannot continue to create and deliver our programs.