Billing Specialist, Grants and Contracts

Rooted in the Bronx, New Settlement stands with community members to break systemic barriers, advance justice, promote leadership, and strengthen neighborhoods. By ensuring agency around education, employment, housing, wellness, and creative expression, we help cultivate an equitable society where individuals and families have the power to use their voice to create the change they wish to see.

Since New Settlement’s inception in 1989 as a settlement house rooted in the Bronx, our organization has been a responsive community partner. Originally established to revitalize abandoned buildings into affordable housing, New Settlement has since evolved into a multi generational, forward looking organization. We support 15,000 members of the community annually by providing organizing in housing and schools, and programs in education, college access, youth development, arts, workforce development, wellness, and more. EEO/AA

JOB SUMMARY: Reporting to the Director of Operations, the Billing Specialist, Grants and Contracts will be responsible for preparing, implementing, monitoring, managing, and reporting on several monthly grants and contracts. The Billing Specialist, Grants and Contracts will collaborate with staff to ensure the timely completion of all grant deliverables, monitor budgets to ensure appropriate and on schedule grant spending and invoicing, and prepare both internal and external reports. Additionally, the Billing Specialist, Grants and Contracts will support pre award and post award functional areas. Pre award services include interpreting agency guidelines and policies, preparing budgets and other forms with program staff, and coordinating online submissions. Post award services include providing guidance on account management, assisting with agency requirements and documentation, disseminating fiscal information, assisting program directors in budget modifications or other project management functions, and preparing annual or other required reports.

Job Duties include but are not limited to:

• Prepare monthly expenditure reports on government contracts and private grants for assigned departments.
• Manage grant accounting to ensure that expenditures are consistently aligned with grant and program budgets throughout the grant/contract period.
• Coordinate with accounting to make necessary adjustments to personnel and OTPS for contract vouchering.
• Analyze grants every month, making journal entries needed to reconcile variances fully.
• Track revenue, monitor cash posting activity, including coding of checks and ACH Deposits.
• Perform grant closeout functions required by agencies and sponsors, including reconciliations, financial status reports, final invoices, purchase order liquidations, and balancing budgets.
• Follow up with funding agencies on delinquent payments of invoices.
• Stay abreast of changes in funding through attendance of seminars as needed.
• Develop relationships with program officer(s) and other grantmaker representatives.
• Assist with reviewing payroll records and expenses related to assigned contracts/ grants.
• Assist in preparing files and providing documents during annual audits and for any agency audits.
• Assist with entering budgets and updating trackers in QuickBooks.
• Attend weekly fiscal, budget, and departmental contract meetings.
• Prepare annual grant and contract budgets with the help of Program Directors, Grants and Contracts Administrator and Director of Operations.
• Conduct monthly review and oversee reconciliation of general ledger (revenue and expense) accounts to ensure accurate and timely reporting.
• Respond to requests for information and provide reports or documentation from staff and accountants.
• Reclassify expenses in QBO as needed to ensure proper allocation and compliance with funding guidelines.
• Submit program budgets and budget modifications through city and state portals, adhering to deadlines and regulatory standards.
• Enter AR estimates and indirect costs into QuickBooks monthly.

QUALIFICATIONS AND EXPERIENCE:

• Minimum of 3 to 5 years of relevant accounting and administration experience
• Bachelor’s Degree in Accounting or Finance preferred
• Solid experience managing government contracts (3 years): budgeting, reporting, invoicing, etc.
• Intermediate to advanced knowledge of Excel and QuickBooks
• Working knowledge of various government agencies (Federal, NY State, and NYC) and corporate sponsored program requirements and practices
• Ability to work cooperatively and collaboratively with all levels of employees, management, and external parties to maximize performance, creativity, and results
• Excellent time management skills, with the ability to work under pressure
• Excellent attention to detail, problem solving, and analytical skills
• Excellent written and oral communication skills
• Experience with various city and state submission portals: SFS, CMS, and PASSPORT required.
• Independent yet collaborative work style

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

Physical Demands: The physical demands described here represent those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions of this job.

• The ability to sit, stand, walk and use hands and fingers to operate a computer keyboard, mouse, and telephone to talk and hear.
• The ability to frequently sit and reach with hands and arms.
• The ability to occasionally lift and/or move up to 20 pounds.

Working Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions of the job.

• Must be able to utilize office equipment such as desktop/notebook computers, copiers, printers, scanners, telephones, and calculators.
• The noise level in the work environment is usually moderate.

Employment is at will and employees will undergo 45 and 90 day check ins during their 90 day probationary period.

NOTICE: The above statements are intended to describe the general nature of the environment and level of work being performed by this job. This job description in no way states or implies that the duties and responsibilities listed are the only tasks to be performed by the employee in this job. The employee will be required to follow other instructions and to perform other job related duties requested by their supervisor. This job description supersedes prior job descriptions. When duties and responsibilities change and develop, the job description will be reviewed and subject to changes of business necessity.

New Settlement is proud to be an Equal Opportunity Employer, and considers qualified applicants without regard to race, color, creed, religion, ancestry, national origin, sex, sexual orientation, gender identity, age, disability, veteran status, or any other protected factor under federal, state, or local law.

This job description indicates the nature and levels of work, knowledge, skills, abilities, and other essential functions expected of an employee. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of you as an employee. You may be asked to perform other duties as required.

Salary : $65,000 - $75,000