Grants Billing Coordinator

Community Solutions for Children, Families and Individuals; Gilroy (CA); On-site; USD 56,000 - 64,000; Full time

Benefits offered by this job

Medical, dental and vision insurance

403(b) Retirement Plan with 5% match

3 weeks paid vacation

13 paid holidays

96 sick hours

Longevity bonuses

Family leave

In-house training opportunities

Diversity, Equity & Inclusion resource

Job summary

Community Solutions for Children, Families and Individuals seeks a Grants Billing Coordinator to join our Finance and Billing Team in Gilroy, CA. The role focuses on accurate, timely billing for grants and funding sources while maintaining compliant records.

The ideal candidate brings accounting accuracy, ability to handle confidential information, and strong organizational skills to support multiple grants and audits. This position is based in our Gilroy office with competitive benefits.

Qualifications

• 2+ years of Accounting, Finance, Billing, or related field experience.
• An A.A in Accounting is a plus.
• High degree of accuracy when using 10-key by touch.
• Ability to handle confidential information with discretion.
• Strong organizational skills and time management.
• Ability to prioritize multiple tasks in a team environment.
• Excellent customer service and communication skills.

Responsibilities

• Act as a liaison between Finance, program managers, and funding agencies to resolve issues.
• Prepare and submit invoices for grants and funding sources with accuracy and compliance.
• Review expenditures related to billing grants.
• Maintain accurate grant records and documentation.
• Support monthly program-specific grant documentation and GL reconciliations.
• Assist with annual audits and ad-hoc reports.
• Provide administrative support (filing, scanning, etc.).
• Collaborate with Accountant II on invoicing lifecycle for county grants.

Skills

Accounting

Billing

Attention to detail

Customer service

Active listening

Time management

Confidentiality

Teamwork

Communication

Education

AA in Accounting

Tools

Excel

Outlook

SharePoint

Teams

Job description

Community Solutions strives to be the employer of choice for professionals in our fields of expertise. We are a well-established and growing non‑profit agency serving children, families and individuals in Santa Clara and San Benito Counties. Our agency is well-recognized within the community and professional fields for subject matter expertise and collaboration within the community.

We are currently looking for individuals who share our mission, values and service philosophies and who want to make a difference in the lives of children, families and individuals in our local communities. Our offices are located in San Jose, Morgan Hill, Gilroy, and Hollister . We offer a competitive compensation package and an extensive benefits package including employer paid health, dental and vision care, life and long‑term disability insurance, a matching 403(b) program, and a generous vacation plan. Please note: temporary positions and interns are not eligible for benefits.

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 to 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.

• 100% of HMO Healthcare premiums paid by Community Solutions for full‑time employees and their eligible dependent children.
• 3 weeks of vacation during first year of employment
• 13 paid holidays (includes 2 floating holidays)
• 96 hours of sick time per year – 8 hours per month
• 5% matching on 403(b) after 1 year of employment

POSITION TITLE: Grants Billing Coordinator

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.

“ Thanks to the program, I left the ugly house I was living in that had two small windows for the 8 of us, dirt floors, broken windows, no door, and the toilet always clogging. Now my children and I have a nice apartment where we have more space, privacy, and carpet where we can be barefoot. ”

“ Thanks to the program, I left the ugly house I was living in that had two small windows for the 8 of us, dirt floors, broken windows, no door, and the toilet always clogging. Now my children and I have a nice apartment where we have more space, privacy, and carpet where we can be barefoot. ”

Teresa, age 38, Solutions to Violence Supportive Housing Program

“ At Community Solutions I met some wonderful women who helped me with my fears and helped me understand that I did not deserve to be abused by anyone. ”

“ At Community Solutions I met some wonderful women who helped me with my fears and helped me understand that I did not deserve to be abused by anyone. ”

Luz, age 50, Solutions to Violence

“ [Community Solutions] helped me with my problems and were there when I was having hard times. They have helped my family with a place to live and helped us pay some bills and buy some food when we needed it. ”

“ [Community Solutions] helped me with my problems and were there when I was having hard times. They have helped my family with a place to live and helped us pay some bills and buy some food when we needed it. ”

Serena, age 15, Child & Youth Behavioral Health

“ I cannot describe very well but all I know is that each day is getting better. Your program helps. ”

“ I cannot describe very well but all I know is that each day is getting better. Your program helps. ”

Jin, age 62, Adult Behavioral Health

“ Thanks to the program, I left the ugly house I was living in that had two small windows for the 8 of us, dirt floors, broken windows, no door, and the toilet always clogging. Now my children and I have a nice apartment where we have more space, privacy, and carpet where we can be barefoot. ”

“ Thanks to the program, I left the ugly house I was living in that had two small windows for the 8 of us, dirt floors, broken windows, no door, and the toilet always clogging. Now my children and I have a nice apartment where we have more space, privacy, and carpet where we can be barefoot. ”

Teresa, age 38, Solutions to Violence Supportive Housing Program

“ At Community Solutions I met some wonderful women who helped me with my fears and helped me understand that I did not deserve to be abused by anyone. ”

“ At Community Solutions I met some wonderful women who helped me with my fears and helped me understand that I did not deserve to be abused by anyone. ”

Luz, age 50, Solutions to Violence

“ [Community Solutions] helped me with my problems and were there when I was having hard times. They have helped my family with a place to live and helped us pay some bills and buy some food when we needed it. ”

“ [Community Solutions] helped me with my problems and were there when I was having hard times. They have helped my family with a place to live and helped us pay some bills and buy some food when we needed it. ”

Serena, age 15, Child & Youth Behavioral Health

“ I cannot describe very well but all I know is that each day is getting better. Your program helps. ”

“ I cannot describe very well but all I know is that each day is getting better. Your program helps. ”

Jin, age 62, Adult Behavioral Health