Grants Billing & Reporting Specialist

Summary:

Talbot House Ministries was established to be a place of hope for people who had lost hope: the hungry, the homeless, and the poor. Planting the seeds of hope is something we do with everyone who comes through our doors.

The Grants Billing & Reporting Specialist is responsible for preparing grant reimbursement requests, completing required reports, tracking deadlines, maintaining audit-ready documentation, and ensuring compliance with grant agreements and funding requirements.

This position works closely with the Grants and Accounting Manager, program staff, and the accounting team to collect accurate data, support timely reporting, and help maximize eligible grant reimbursements.

Core Responsibilities/Essential Functions:

Grant Billing & Reimbursement

• Prepare and submit grant reimbursement requests in accordance with grant agreements and funding requirements.
• Review supporting financial documentation to ensure expenses are allowable, properly allocated, and adequately documented.
• Monitor reimbursement activity, resolve discrepancies, and follow up on outstanding payments.
• Maintain billing records and supporting documentation in an audit-ready format.

Grant Reporting

• Prepare and submit all required grant reports (monthly, quarterly, annual, and close-out).
• Compile, validate, and reconcile financial and programmatic data for reporting purposes.
• Ensure reports accurately reflect contract deliverables, performance measures, and outcomes.
• Maintain supporting documentation required by funders and regulatory agencies.

Grant Compliance & Management

· Maintain knowledge of assigned grant requirements, track deadlines, keep audit-ready files, support monitoring and compliance reviews, and proactively address reporting or compliance risks.

Grant Pipeline Administration

• Maintain a centralized grant tracking system that includes grant periods, budgets, billing schedules, reporting deadlines, deliverables, reimbursement status, amendments, renewals, and key contacts.
• Communicate upcoming deadlines and outstanding action items to program and leadership staff.

Collaboration & Data Integrity

• Partner with Program Directors and department leaders to collect, verify, and reconcile program and performance data.
• Ensure data accuracy, completeness, and consistency across financial and program reports.
• Provide guidance regarding grant reporting requirements and performance expectations.
• Support process improvement initiatives that strengthen grant management, reporting, and compliance.

Key Performance Indicators:

• Submit all required reimbursement requests and grant reports on time.
• Maintain audit-ready billing, reporting, and grant documentation.
• Minimize funder corrections or revisions.
• Track deadlines, reimbursements, amendments, renewals, and other grant milestones.
• Communicate risks, deadlines, and data needs proactively to staff and leadership.

Required Skills/Abilities:

• Grant compliance
• Financial accuracy
• Analytical thinking
• Attention to detail
• Project and time management
• Organization
• Collaboration
• Accountability
• Written communication
• Professional judgment
• Mission-focused service

Education and Background:

• Associate or bachelor's degree in business administration, Public Administration, Nonprofit Management, Accounting, Finance, or a related field (or equivalent experience).
• Minimum of three years of experience in grant administration, grant reporting, grant billing, contract management, or nonprofit compliance.
• Experience working with government-funded grants.
• Strong understanding of grant compliance and contractual reporting requirements.
• Exceptional organizational and project management skills.
• Advanced Microsoft Excel proficiency.
• Excellent written communication skills.
• Strong analytical abilities.
• Ability to manage multiple deadlines simultaneously.
• Exceptional attention to detail.

Preferred

• Experience with HUD, ESG, CDBG, CSBG, VA, USDA, SAMHSA, United Way, or other government and private funding sources.
• Experience in nonprofit human services or homelessness programs.
• Knowledge of fund accounting principles.
• Experience with grant management databases and reporting systems.

Physical Requirements:

• Hiring requirements include a criminal records background check clearance.
• Ability to remain in a stationary position 50-75 percent of the time.
• Ability to move throughout the office to access file cabinets, printers, etc.
• Ability to operate computer and other office machinery.
• Ability to observe details at close range, communicate and exchange accurate information and express oneself so others will understand.
• Ability to move and transport items weighing up to 20 pounds.

All positions at Talbot House Ministries require mandatory ongoing training and every employee is required to be available for all scheduled training. In addition, employee attendance is required at all mandatory staff meetings.

Pay: $22.00 per hour

Benefits:

• Employee assistance program

Education:

• Associate (Required)

Experience:

• grant administration, grant reporting, grant billing: 3 years (Required)
• government funded grants: 1 year (Required)

Work Location: In person

Salary : $22