Grant Reimbursement Specialist

• This position prepares invoices to be submitted to various funding agencies for collections of funds.
• This position is responsible for grant contract maintenance and distribution, and maintaining log of all grant contracts and billing activity.
• This position requires applicant to work a set schedule during billing deadlines and during this time, there may be limitations on the use of leave time.
• Meeting deadlines and productivity goals are mandatory in the performance of all job duties.
• This position is also responsible for federal reimbursement requests, participation in the grant budget and spend-down process, and is responsible for the safekeeping and the organization of contracts and billing records required for Federal, State, and local audits.
• Position will also require knowledge of Accounts Payable function in order to review and code expenses accurately as specified by the requirements of State, Federal, Local, and other misc. grants.

• Maintain a complete and organized filing system of all grant contracts.
• Ensure current executed contracts are on file.
• Coordinate with supervisor if there are not contracts available.

• Prepares timely and accurate billing of all grant contracts. This includes cost-based billings, fee-for-service billings, and all other types of grant and contract billings.
• Monitor grant deadlines and ensure mailing of prepared invoices. Ensure signatures are obtained within one day of due date and submitted timely.
• Coordinate with A/R to compare Billing/Contract Log and ensure Center Revenues are in alignment with G/L, budget, and other documentation.
• Consults supervisor on billing issues that require attention.
• Maintain an efficient system of filing grant invoices for easy access during audits or for reconciliation.
• Respond to requests for supporting documents to invoices
• Distribute copies of invoices or other billing information to Program Leadership.
• Coordinate with Client Services A/R Billing Supervisor or Team Leader in updating client fund sources pertaining to grants prior to and during month-end closing.
• Work with team during pre-billing audits of roster logs, system data, and note questions prior to TNWITS billing.

• Assist in the preparation of reports required by grantors such as United Way FS425/428, Title I grants, etc.
• May be asked to assist with data entry on quarterly state reports, or other reports required for auditors.

• Assists the Accounts Payable team by reviewing and coding invoices pertaining to specific Grant billings.
• Ensure expenses are allocated appropriately by reviewing GL detail prior to Grant billings.

• Compile copies of documents required during audits.
• Maintain complete and accurate records and documents on file in the grant contracts and billing electronic and paper copy files.

• Food Stamps.
• Receipts.
• Other duties to be assigned as necessary to achieve the mission and goals of the Grants Billing team.

• Starting salary for this position is approximately $18.97 /hr based on relevant experience and education.

• Monday - Friday 8am - 5pm.

• Must have at least (3) years of experience in grant contracts or other contractual billings.
• Must have experience building and maintaining Excel spreadsheets.
• Must be able to maintain files in a highly organized manner.
• Understanding of electronic billing is a plus.

• High school diploma or equivalent required.
• High proficiency in Microsoft Excel is required.
• Associates Degree in Accounting preferred.

• Long periods of computer use.
• Close eye work.
• Lifting up to 15 lbs.
• Job duties require frequent sitting, standing, walking, bending, and reaching.
• Some periods of stress may be experienced for a short duration while meeting deadlines.

• Knox County, Tennessee

Helen Ross McNabb Center