Grant Accounting and Contract Administration Specialist
About The Position
This role provides essential support for the administration of contracts and grants, with a primary focus on reviewing partner invoices and claims ensuring that expenditures comply with contract terms, deliverables, and approved budgets. The position works closely with Accounting, Initiative teams, Subcontractors, and Community Partners to ensure timely, accurate processing of claims. Additional responsibilities include assisting with contract preparation, maintaining accurate records, and monitoring deliverables to ensure accountability for funds distributed through NCFF programs.
Requirements
- Associate degree in business, accounting, or related field.
- 1-2 years of experience with managing contracts, budgeting, and/or invoicing.
- Knowledge of Generally Accepted Accounting Principles (GAAP)
- Strong familiarity with contract management software
- Knowledge or experience working with both public and private funds
- Strong analytical and computer skills including the Microsoft Suite (Excel, Word, Outlook, Teams, Sharepoint)
- Excellent organization and time management skills.
- Strong written, oral, and interpersonal communication skills.
- Proven ability to consistently manage projects and meet deadlines.
- Experience working both independently and in a team-oriented, collaborative environments.
Nice To Haves
- Bachelor’s degree in business, accounting, or related field.
- Experience working in a non-profit organization
- Familiarity with grant accounting
- Experience with Webgrants software
Responsibilities
- Maintain complete and accurate records of all contractors, grantees, and consultants using NCFF’s grant management system (WebGrants)
- Review and verify partner claims and invoices to ensure expenditure aligns with approved budgets, contract deliverables, and reporting requirements.
- Prepare clear, timely written communications to program staff, management, contractors, and grantees regarding status updates, reporting reminders, missing documentation, and general follow-up.
- Coordinate with program staff and consultants to support development and approval of budgets, progress reports, performance evaluations, and site visit documentation, as applicable.
- Ensure timely receipt, tracking, and review of required reports from external partners and escalate issues when reporting requirements are not met.
- Monitor budgets and expense activity; assist program teams with account maintenance, including account setup, budget revisions, expense transfers, check requests, and grant/contract closeout.
- Provide necessary support for contract diligence, drafting and administration
- Periodically audit documents and files to ensure accuracy, completeness, and quality of recordkeeping.
- Track commitments and expenditures to lower tier entities in accordance with guidance from Legal and Finance to ensure compliance with internal, regulatory, and tax requirements.
- Participate in scheduled meetings and discussions necessary to support contract, grant, and claims -review functions.
- Perform other duties as assigned.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
