Grant Billing Specialist

Position Summary

The Grant Billing Specialist reports to the Director of Grant Administration and supports financial management of local, state, and federal grant contracts for the YMCA of Greater San Francisco. This role ensures accurate financial tracking, reconciliation, compliance, and invoicing to funders. Responsibilities include preparing monthly and quarterly invoices, supporting month-end close processes (journal entries, grant revenue recording), and collaborating with program directors and the accounting department.

Job Responsibilities

Grant Financial Management

• Maintain and reconcile monthly financial statements for 50+ grant streams

• Compile and verify grant documentation to ensure backup records match financial data.

Billing & Invoicing

• Prepare and submit monthly invoices to assigned funders (e.g., ExCEL, DCYF, MOHCD, HSA).

• Ensure timely and accurate billing in compliance with funder requirements.

Accounting Support

• Assist with journal entries and month-end/year-end closing processes.

• Support grant contract execution, amendments, and budget modifications.

Audit & Compliance

• Assist in preparing for fiscal audits, including CDFA and SEFA.

• Attend funder meetings to stay informed on requirements and share updates with staff.

Administrative & Team Support

• Participate in staff meetings and required trainings

• Perform other duties as assigned by the supervisor

• Work Environment & Physical Demands

  This position typically operates in an office environment. The role involves frequent use of standard office equipment such as computers, telephones, photocopiers, and filing cabinets. The work setting is generally quiet with occasional interactions and meetings in a shared or open-office environment. Ability to remain in a stationary position for extended periods while working at a computer. Occasionally moves files, documents, or supplies weighing up to 15 pounds. Regularly operates a computer and other office productivity equipment

  DISCLAIMERS

  • Must successfully complete a background screening, including criminal and employment verification. Some positions may also require a credit check.

  • All duties and responsibilities are essential job functions subject to reasonable accommodation. The YMCA of Greater San Francisco promotes an equal employment opportunity workplace, which includes reasonable accommodation for otherwise qualified disabled applicants and employees. Please contact your manager if you have any questions about this policy or these job duties.

  • This job description may not be all-inclusive, and employees are expected to perform other duties as assigned by management. Job descriptions and duties may be modified by management as needed.

  • Job offers are conditional and contingent upon background clearance. Pursuant to the San Francisco Fair Chance Ordinance and CA Fair Chance Act, we will consider qualified applicants with arrest and conviction records for employment.

  SALARY DESCRIPTION

  The Grant Billing Specialist position offers a competitive rate of $24.00 to $28.00 Per Hour, based on experience and qualifications. 

Careers by Empowering Futures, Building Communities 

Imagine going to work each day knowing that your efforts positively impact individuals and

communities. As a global movement and the nation's leading nonprofit organization

dedicated to strengthening communities through youth development, healthy living, and

social responsibility, the YMCA of Greater San Francisco offers more than just a job—we

offer a career with a future and the opportunity to make a lasting difference in your

community. At the Y, you can uncover your passion and build a lifelong career addressing

some of the nation's most pressing social issues

Our Organizational Culture

At the YMCA of Greater San Francisco, we are committed to demonstrating values that aim to building strong communities where you can Be, Belong and Become. With Truth & Courage, we strive to understand and act on individual and societal truths. We ensure a safe and inclusive environment with Authenticity & Accessibility, allowing everyone to participate according to their needs. Our approach is Dependable & Creative, as we respond to community needs through strong partnerships. Above all, we embody Dignity & Empathy, treating everyone with respect and compassion, and recognizing the inherent dignity in all individuals.

Qualifications

• Associate degree in Accounting, Finance, or related field OR equivalent work experience

• Proficiency in Microsoft Office Suite, with strong Excel skills

• Strong attention to detail and accuracy

• Ability to manage multiple priorities and meet deadlines

• Clear and professional communication skills

Preferred Qualifications

• 2–3 years of experience in finance or grant administration. 

• Experience with grant billing and compliance for government or nonprofit organizations preferred. 

• Familiarity with month-end close processes and audit preparation. 

• Experience working with multiple funding streams and complex financial reporting.