Fiscal Administrator Associate, Grants and Contract Management

CAMBA•New York, NY

1d•$55,000 - $64,000•Onsite

About The Position

The Fiscal Administrator Associate supports CAMBA’s Grants and Contracts Management Department in administering city, state, federal, and private grants and contracts. The role supports invoice preparation and review, audit and post-payment reviews, data entry, invoice and payment tracking, documentation management, variance reporting, quality assurance, and coordination across fiscal and program teams. The position is based at 1720 Church Avenue, Brooklyn, NY 11226, and reports to the Director.

Requirements

High school diploma or GED required.
One to two years of administrative, fiscal, grants and contracts, accounting support, billing, audit support, or data-tracking experience preferred.
Strong organization and multitasking skills, including the ability to manage competing priorities, meet deadlines in a fast-paced environment, and maintain attention to detail.
Proactive and self-directed, with the ability to take initiative, follow up consistently, identify issues, and support timely resolution.
Excellent verbal and written communication skills, including the ability to read, write, interpret correspondence, present information clearly, and respond to varied stakeholders.
Strong problem-solving and critical-thinking abilities, including the ability to gather relevant information and apply practical solutions and work with fractions, decimals, and percentages.
Ability to collaborate effectively and professionally with people with diverse personalities.
Advanced proficiency in Microsoft Office, especially Excel and Outlook, and experience navigating databases and financial systems such as Sage Intacct or similar platforms.

Nice To Haves

Associate’s degree or relevant coursework in business, accounting, or a related field.

Responsibilities

Support preparation of invoice packages and organize supporting documentation.
Review invoices and supporting documents for completeness, accuracy, and consistency; identify discrepancies, missing documents, and follow-up needs.
Follow up with internal teams to obtain documentation and monitor rejected invoices through resolution.
Maintain organized, compliance-ready documentation.
Gather documentation for audits and funder requests, prepare backup for post-payment desk audits, maintain audit-ready records, and support audit responses.
Enter invoice data into systems such as Passport and perform data verification and cleanup.
Maintain deadline and follow-up logs, track invoice status across its lifecycle, and keep submission and payment trackers accurate.
Follow up with funders regarding payment status and coordinate with program staff, Accounts Payable, Budget, payroll, and fiscal teams; escalate delays when needed.
Organize shared-drive folders, standardize file naming, scan, save, and archive documents, and maintain electronic and hard-copy files.
Gather, organize, and review information supporting Variance Reports and flag discrepancies, missing information, or items requiring Fiscal Administrator review.
Perform assigned quality assurance reviews of billing documentation, tracking tools, supporting records, and other fiscal documentation before Fiscal Administrator review.
Act as a liaison among Fiscal, Program, Budget, Accounts Payable, Purchasing, Receiving, and Payroll teams.
Track personnel allocation.
Assist with correspondence and scheduling and support quality assurance and process improvements.
Follow applicable Federal, State, City, and CAMBA policies, maintain confidentiality, and ensure documentation meets audit standards.
Perform other duties as assigned.