Grant Billing Manager

GENERAL STATEMENT:

The Salvation Army is a branch of the Christian Church, and the goal of all programs is spiritual regeneration of all people.

SCOPE OF POSITION:

The Grant Billing Manager provides oversight of grant billing, budgeting, compliance, and financial reporting, ensuring accuracy and adherence to funder requirements. The role leads grant billing review and approval, budget and spend-down monitoring, audit and funder reporting, and SEFA/Single Audit support, while serving as a key financial resource to the field.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Grant Billing & Compliance Oversight

• Review and approve all grant billings prior to submission to funders, ensuring accuracy, completeness, and compliance with grant requirements
• Review and approve grant-related journal entries
• Track grant spend-down and provide monthly reporting to Divisional Finance Director
• Maintain the conditional worksheet and monitor outstanding grant conditions and requirements
• Prepare and maintain SEFA information
• Provide significant support during annual Single Audit

Grant Budget Management & Support

• Meet with corps and accounting staff to review grant budgets, spending, and spend-down requirements
• Assist corps with understanding grant budgets and identifying potential budget or spending concerns
• Prepare grant budgets for future projects and assist with budget development as needed
• Respond to questions from Corps and Accountants regarding grant billing, budgets, allowable expenses, and grant requirements

Funder & Audit Support

• Respond to miscellaneous audit, monitoring, and documentation requests from funders
• Coordinate and provide requested information for Single Audits and other external audit activities
• Ensure supporting documentation is accurate, complete, and available to meet funder and audit requirements

Grant Team Coordination

• Participate in weekly Grant Team meetings and communicate billing, budget, compliance, and funding concerns
• Collaborate with the Grant Team, Corps Officers, Accountants, and other departments to ensure grant requirements are met and billings are submitted timely and accurately
• Identify potential issues proactively and communicate items requiring follow-up or management attention

Corps Accountant Duties

• Provide ad hoc accounting support and guidance to Corps throughout the monthly close process
• Assist Corps with monthly financial close, including account reconciliations, journal entries, accruals, and review of financial activity

EDUCATION AND WORK EXPERIENCE:

• REQUIRED: Bachelor's in accounting or finance
• PREFERRED: Recent experience working with grants, funder requirements, compliance and audits

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• Strong knowledge of accounting principles and financial reporting
• Strong analytical and problem-solving skills with a high degree of attention to detail
• Ability to interpret grant requirements and translate them into practical financial processes
• Ability to manage multiple deadlines and priorities while maintaining accuracy
• Strong written and verbal communication skills
• Ability to work collaboratively with Corps, accounting personnel, funders, auditors, and internal departments
• Proficiency with Microsoft Excel and financial/accounting systems
• Ability to maintain confidentiality and exercise sound professional judgment
• Ability to identify opportunities for process improvement and implement effective solutions

SOFTWARE-RELATED SKILLS:

• Technology & Microsoft Excel: Highly proficient in Excel skills and Tech savvy
• Accounting/ERP Systems: Experience with financial accounting systems and electronic financial reporting platforms
• Grant Management/Billing Systems: Experience with systems used to track grant budgets, billings, expenditures, and funder requirements
• Financial Reporting Tools: Ability to generate, analyze, and reconcile financial reports and supporting documentation
• Document Management Systems: Ability to maintain organized electronic records and supporting documentation for grants, audits, and compliance
• Experience working with Deloitte or other external accounting firms is considered an advantage

PHYSICAL REQUIREMENTS:

• Ability to travel to field locations as needed
• Ability to remain seated and work at a computer for extended periods of time
• Ability to stand, walk, bend, reach, and twist on an intermittent basis
• Ability to use hands and fingers to operate a computer, keyboard, mouse, phone, calculator, and other standard office equipment
• Ability to communicate effectively in person, by phone, and electronic communication
• Ability to visually review and work with detailed financial information on computer screens

Working Conditions:

Work is performed primarily in a professional, climate-controlled office environment with minimal exposure to adverse working conditions. The position requires extended periods of computer work using dual monitors and may occasionally require extended hours to meet month-end, year-end, audit, or other established deadlines.

Work Schedule / Location:

Monday through Friday; primarily in-person at Northwest Division Headquarters in Seattle, WA, with the opportunity for a part-time remote work arrangement based on organizational needs and applicable policy.

The Salvation Army reserves the right to reassign, review the job or to require that different or additional tasks be performed based on the organization's need or when circumstances change.

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request modification or adjustment to the job or work environment in order meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests if the accommodation needed is reasonable and no undue hardship will result.

A generous benefits package is included with full-time positions: paid holidays, vacation time, sick time, and medical, vision, and dental insurance.

Health Insurance: Low bi-weekly premiums for employee-only coverage, Kaiser HMO for those residing in a Kaiser service area, Anthem EPO/PPO is available for those residing outside a Kaiser service area. Voluntary +1 and +family coverage at additional cost. Delta Dental DHMO and DPPO dental insurance are offered.

Life and Voluntary Options: An employer-paid life insurance policy covers employees. Voluntary supplemental life, short-term and long-term disability plans are available.

Retirement Plans: Employer-funded Money Purchase Pension Plan (Defined Contribution Plan) 50% vested at five years eligible service time. Plus, an employee-funded voluntary 403(b) option.

Parental Leave: The benefit is 40 hours of Paid Leave for qualifying events.

Sick Leave: 12 days of Sick Leave annually accruing from day one, eligible for use after three months' service time.

Paid Vacation:

Two weeks annually, accruing from day one, for non-exempt positions.
Four weeks annually, accruing from day one, for exempt positions.
Accrued vacation is eligible for use after six months' service time.

Paid Holidays: 13 designated holidays + 1 floating holiday per year