Post Award Grants Specialist
About The Position
The Post-Award Grants Specialist works under the direction of the Grants and Contracts Administrator to manage the financial side of CCAC’s grants and subawards. The role prepares funder invoices, reviews subrecipient reports and invoices, monitors budgets and staff allocations, and maintains the Fluxx grant management system. It connects grant management and financial workflows and helps keep processes documented and running smoothly from award setup through payment and closeout. The position also supports payment processing, financial reporting, application budgets, award closeout, the annual audit, subaward onboarding, partner training, and technical assistance. It requires maintaining the confidentiality of financial, banking, staff, and partner information. Occasional regional travel to partner and stakeholder meetings and trainings is required; travel costs are reimbursed under CCAC policy, up to the IRS standard mileage rate.
Requirements
- At least 2 years of experience in grant administration, nonprofit finance, or billing, including preparing invoices or financial reports.
- Strong Microsoft Excel skills and experience with Microsoft Office Suite.
- Strong attention to detail and ability to produce accurate, well-documented work.
- Understanding of nonprofit accounting, allowable costs, and budget tracking.
- Ability to manage multiple award deadlines and keep records complete and organized.
- Clear written communication, including the ability to explain requirements in plain language.
- Clear oral communication, including listening, seeking clarification, and responding to questions.
- Ability to work collaboratively, balance team and individual responsibilities, and give and welcome feedback.
- Ability to work independently and demonstrate self-motivation, dependability, professionalism, and a strong work ethic.
- Ability to generate suggestions for improving work and processes.
- Ability to lift up to 20 pounds.
- Must maintain confidentiality of financial, banking, staff, and partner information.
- Reliable transportation for occasional regional travel. A valid California driver’s license and applicable California-mandated auto insurance are required only if using a personal vehicle for work travel.
Nice To Haves
- Bachelor’s degree in a related field; equivalent experience, such as 4 or more years in grant administration, nonprofit finance, or billing, may be considered.
- Experience with Fluxx or a similar grant management system and QuickBooks.
- Experience managing state-funded awards and subawards across multiple funding sources.
- Experience working in community-based organizations or government agencies.
Responsibilities
- Prepare funder invoices according to each award’s budget, billing schedule, and documentation requirements.
- Gather and review invoice backup, including payroll allocations, receipts, and deliverable records, and track payment status.
- Review subawarded monthly reports and supporting documentation; prepare invoices for signature and approval.
- Maintain award records and deadlines in Fluxx GrantSeeker and GrantMaker, assign and track workflow tasks for program staff, and help improve grant workflows and processes.
- Collect and track subrecipient compliance documents, such as insurance certificates, W-9s, and ACH information.
- Build and update award budgets in Fluxx to reflect revisions and amendments.
- Review expenses against award and subaward budgets and flag needed budget modifications.
- Review staff position allocations monthly across Fluxx, QuickBooks, and BambooHR, and update program leaders when allocations change.
- Clear accounts payable in QuickBooks, ensuring vendor bills are entered, coded to the correct grant or project, paid, and reconciled on time.
- Support and improve workflows for payment processing, posting, and reconciliation across grant management and financial systems.
- Assist with funder financial reports, application budgets, award closeout, and the annual audit.
- Support subaward onboarding and partner training, and provide technical assistance to partners as needed.
- Perform other duties as assigned.
Benefits
- Reimbursement for travel costs, including mileage, rideshare, or transit, under CCAC policy, up to the IRS standard mileage rate.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
