Grants Billing Coordinator

Community Solutions for Children, Families, and Individuals; Gilroy (CA); On-site; USD 37,000 - 43,000; Full time

Benefits offered by this job

Health insurance

Retirement plan 403(b)

Paid vacation

Paid holidays

Sick leave

Longevity bonuses

Family leave

Training opportunities

DEI group

Job summary

Community Solutions for Children, Families, and Individuals in Gilroy, CA seeks a Grants Billing Coordinator to prepare, submit, and monitor grant invoices with accuracy and timeliness. You will collaborate with finance, program teams, and funding agencies while applying basic accounting principles in a busy, team-based environment.

The role emphasizes confidentiality, meticulous recordkeeping, and alignment with grant terms.

Qualifications

• 2+ years of Accounting, Finance, Billing, or related field experience.
• High degree of accuracy when using 10-key by touch and completing tasks.
• Handles interactions professionally with excellent customer service.
• Keeps confidentiality with sensitive information.
• Strong organizational skills and time management, able to prioritize workload.

Responsibilities

• Act as a liaison between Finance, program managers, and funding agencies to resolve issues and provide guidance on grant-related financial matters.
• Prepare and submit invoices for grants and other funding sources ensuring accuracy and compliance with grant terms.
• Have a basic understanding of accounting principles.
• Research, document, and review expenditures related to billing grants.
• Partner with Accountant II to assist with the invoicing lifecycle for county grants.
• Maintain accurate and up-to-date grant records.
• Provide support with monthly program-specific grant documentation.
• Ensure backup documentation is compliant with grant contracts.
• Provide administrative support with filing, copying, binding, scanning, etc.
• Support general ledger account reconciliations.
• Assist with preparation of annual audits and ad-hoc reports.
• Be system-minded and comfortable with technology.
• Proficient with payroll processing systems and MS Office tools.

Skills

Accounting experience

Billing

10-key by touch

Confidential handling

Time management

Education

AA in Accounting

Tools

Payroll software

Excel

SharePoint

Outlook

Teams

Job description

POSITION TITLE: Grants Billing Coordinator

JOB CLASSIFICATION: Regular, Full-Time, Non-Exempt, Non-Union, Benefitted

REPORTING RELATIONSHIP: Controller

SUMMARY:

Community Solutions is seeking a Grants Billing Coordinator to join our Finance and Billing Team. The Grants Billing Coordinator will be responsible for the accurate and timely preparation, submission, and monitoring of billing for grants and other funding sources. The ideal candidate will have a basic understanding of accounting principles, be super detail-oriented, and will be able to manage multiple priorities in a team-based environment.

As a wellness and recovery-based behavioral health services provider, our mission is to create positive change in the lives of our clients. The values of hope, kindness, equity, belonging, and collaboration guide our organization’s culture. This position will primarily work from our Gilroy, California office. If this sounds exciting—and the job description below feels like a fit—we really hope you’ll consider joining us along this journey!

The Ideal Candidate Will Possess the Following Qualifications and Knowledge:

Did you know that research shows that women and people from underrepresented groups often apply to jobs only if they meet 100% of the qualifications? Please understand that no one ever meets 100% of the capabilities. If much of this describes you, we encourage you to apply. This might be the right next role for you if you have:

• You care about creating positive and fun work experiences for others.
• 2+ years of Accounting, Finance, Billing, or related field experience. A.A in Accounting a plus.
• You have a high degree of accuracy when using 10-key by touch and completing other work assignments.
• Handles interactions in a professional and courteous manner using active listening skills, tact, diplomacy, and excellent customer service.
• You have a strong ability to handle confidential information with discretion and maturity.
• Exhibits effective organizational skills and excellent time management with the ability to prioritize workload, handle multiple tasks and demands of the job.
• Ability to provide timely follow-through of work assignments and promised actions.
• Must have problem solving and conflict resolution skills.
• You have proven planning and organization skills, attention to detail and ability to handle multiple tasks and can monitor quality of work.
• Demonstrates cultural competency by effectively working with people differing in value systems, ethnicity, cultural backgrounds, language capabilities and disabilities.
• Demonstrates sound work ethics, honesty and is trustworthy.
• You can work independently as well as in a team environment.

What You'll Be Doing in the role of Grants Billing Coordinator:

• Act as a liaison between the Finance department, program managers, and funding agencies to resolve issues and provide guidance on grant-related financial matters.
• Support the Finance Team by preparing and submitting invoices for grants and other funding sources ensuring accuracy and compliance with grant terms and conditions.
• Have a basic understanding of accounting principles.
• Research, document, and review expenditures related to billing grants.
• Partner with Accountant II to assist with the invoicing lifecycle for county grants.
• Maintain accurate and up to date grant records.
• Provides support with monthly program specific grant documentation.
• Ensure back-up documentation is compliant to grant contracts.
• Provides administrative support with filing, copying, binding, scanning etc.
• Supports general ledger account reconciliations.
• Assists with preparation of annual audits and preparation of ad-hoc reports.
• Systems minded and comfortable with technology.
• Proficient with payroll processing systems and MS systems (Excel, Outlook, SharePoint, Teams).

Diversity, Equity, and Inclusion:

Community Solutions is deeply committed to diversity, equity, and inclusion. We are a team of dedicated professionals with backgrounds as diverse as the impact we achieve. We are committed to diversity in our workforce and equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. We encourage candidates from all backgrounds to apply.

Working at Community Solutions:

The hourly rate of pay for this role is $27.00. Range placement is determined through interviews and a review of education, experience, knowledge, skills, abilities of the applicant, equity with other team members, and alignment with market data. We offer a comprehensive employee benefits package and encourage strong work-life balance. We believe in supporting the whole person by providing:

• Medical, dental and vision 100% of premiums paid by employer for full-time employees and eligible dependent children
• 403(b) Retirement Plan with 5% employer match
• 3-weeks paid vacation to start
• 13 paid holidays as well as 96 sick hours per year and self-care time
• Longevity bonuses
• Generous family leave
• Staff learning and development and robust in-house training opportunities
• Employee-led Diversity, Equity, and Inclusion Resource Group

Physical Requirements:

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 accommodation 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 both sit and stand for extended periods, lift and move objects up to 25lbs, talk and hear, and use office equipment.

Work is performed in office, clinic, or community environments; work is performed around clients who may exhibit unstable and potentially violent behavior.

Work Environment and Location:

This position is located within commutable distance to our Gilroy headquarters, with occasional needs to be able to travel into our offices in San Jose and Morgan Hill.

Special Requirements:

• Must be able to meet and receive a criminal records clearance as required by specific programs, licensing regulations and Community Solutions practices.
• License: Possess a valid California driver’s license, current car insurance and a good driving record as documented by a DMV report and consistent with the Agency’s liability insurance requirements.
• Requires an automobile to perform routine job duties.
• COVID-19 Vaccination: Please note that Community Solutions has adopted a COVID-19 vaccination policy to safeguard the health and well-being of our employees and clients. As a condition of employment, Community Solutions employees are required to be fully vaccinated for COVID-19, unless a reasonable accommodation is approved or as otherwise required by law.

Note: This job description outlines primary duties, qualifications, and job scope, but is not intended to be a comprehensive description of job responsibilities. We expect each employee to offer their services wherever and whenever necessary to ensure the success of our endeavors.

All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills aptitudes and abilities to perform each duty proficiently.

Candidates for this position must be legally authorized to work directly as an employee for any employer in the United States without visa sponsorship.