Grants & Contracts Fiscal Administrator — Associate

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

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.