Grant and Contract Billing Specialist - NAMI San Diego

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Company Description: NAMI San Diego & Imperial Counties (National Alliance on Mental Illness) is a nonprofit organization that provides free education, support services, and advocacy to improve the quality of life of everyone affected by mental illnesses.

NAMI San Diego has an excellent career opportunity for a talented Contract Specialist to join our Finance team. We offer balanced work/life work hours, a competitive wage and benefit package, including paid holidays, vacation, and sick time, medical, dental, vision, life insurance and 403(b) plan.

Primary Responsibilities/Function: The Grant and Contract Billing Specialist is an integral member of the Finance Department and our organization, responsible for organizing and executing various clerical and accounting activities, reporting requirements, and invoicing activities associated with organizational grants and contracts. The Contract Specialist will demonstrate excellent accuracy, efficiency, and attention to detail in their technical work and professional, personable communications working closely with staff.

Duties and Responsibilities:

• Maintain the level of knowledge necessary to facilitate clerical and accounting activities associated with grants and contracts while adhering to specified contract terms, regulatory requirements policies, and grantor or contractor intentions.
• Coordinate grant reimbursement activity, including invoicing and initiating payment requests.
• Produce financial reports and other accounting tools needed to support organizational decisions and financial reporting.
• Track grant performance and expenditure activity and perform analytics to inform program directors of available funding, spending analytics, and reporting requirements.
• Monitor aged receivables reports for grants and contracts to ensure timely reimbursement.
• Compile and provide financial reports, as needed, for grant writing and reporting.
• Enter, edit and update accounting systems and records as needed.
• Maintain an excellent level of comprehension surrounding Microsoft Office tools, Excel, and internal accounting software systems to effectively and accurately carry out all job duties.
• Stay current on funding regulations, funder policies, due dates and timelines.
• Act as a resource for organizational leaders and employees on clerical matters associated with grants and contracts.
• Perform a quality assurance function with each monthly accounting cycle to ensure grant/contract accounting activity is reported accurately.
• Ensure timely adherence to all grant and contract reporting requirements.
• Work collaboratively with program and administrative staff on issues associated with grant and contract accounting functions.
• Provide analysis and recommendations to inform the organization's monthly, annual, and fiscal year closure and auditing processes.
• Solve problems and recommend changes in policies and procedures to improve the organization's capacity to comply with funding obligations, restrictions, terms and conditions.
• Assist in streamlining and improving efficiencies within the work scope.
• Perform other duties and projects as needed by the organization, the CFO, or the CEO.
• Demonstrate confidentiality, discretion and integrity in financial reporting and communications.
• Other duties as assigned.

Accountability: This position may be supervised by the Director of Contract Management & Analysis and/or the Chief Financial Officer.

Physical Demands: 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 accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.

• Prolonged periods sitting at a desk and working on a computer.
• Prolonged periods of standing and walking.
• Must be able to lift up to 20 pounds at times.

Minimum Requirements, including linguistic and cultural skills, education, experiences, licenses and certifications:

• High School Diploma / bachelor's degree in accounting or finance preferred.
• Two or more (2+) years' direct experience in performing monthly grant and contract billing in a nonprofit, behavioral health, or social service setting.
• Demonstrated knowledge of GAAP standards for non-profit entities, single audit requirements, and regulations related to the use and allocation of funds from federal, state, or local government.
• Possess a working knowledge of accounting principles, procedures, and internal controls for safeguarding the company assets.
• Possess a high level of initiative, critical thinking skills, and ability to follow through with accuracy and timeliness.
• Excellent computer skills, data entry and software experience with QuickBooks Online, Microsoft Excel, Word, Outlook, and other applicable software applications.
• Familiarity with cloud collaboration tools such as Microsoft Teams, Slack, or Zoom.
• Experience with third party payables systems such as Bill.com.
• Excellent interpersonal and written communication.
• Demonstrated aptitude for building and maintaining collaborative relationships with staff, directors, external stakeholders, and agencies.
• Strong organizational, time management, prioritization skills; ability to work independently with minimal supervision.
• Maintain high level of integrity, confidentiality, ethical standards - assume personal responsibility for scope of position.
• Recognition of the importance of documentation; proven ability to maintain accurate records in both the cloud and at the office.
• Value continuous learning and a company culture that appreciates diversity in the workplace.
• Must have a satisfactory driving record and valid driver's license.
• Able to communicate effectively, verbally and in writing.
• Reliable and consistent attendance.