WIC Grant Accountant/Biller

JOB DESCRIPTION

JOB TITLE:                                                                            WIC Accountant / Biller

DEPARTMENT:                                                                     Administration/Finance

REPORTS TO:                                                                       Assistant Controller

FLSA STATUS:                                                                       Exempt

SUPERVISES STAFF:                                                            No

BLOODBORNE PATHOGENS EXPOSURE:                 Classification 3

JOB SUMMARY: The WIC Accountant / Biller is responsible for the financial administration, billing, reporting, and reconciliation activities associated with the Women, Infants, and Children (WIC) Program. This position ensures accurate and timely preparation of invoices, vouchers, financial reports, budget monitoring, and compliance with federal, state, and organizational requirements.

The WIC Accountant / Biller serves as a key liaison between program operations and finance, supporting grant management, financial reporting, reimbursement requests, audits, and compliance activities to ensure the financial integrity of the WIC program.

 ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:

WIC Billing and Reimbursement

• Prepare and submit monthly WIC invoices, vouchers, and reimbursement requests in accordance with state and federal requirements.
• Review and validate billing documentation to ensure accuracy, completeness, and compliance with contract requirements.
• Monitor reimbursement activity and follow up on outstanding payments.
• Reconcile invoiced amounts to general ledger activity and supporting documentation.
• Investigate and resolve billing discrepancies, payment variances, and reporting issues.
• Maintain detailed records supporting all reimbursement requests and financial transactions.

Financial Reporting and Accounting

• Prepare monthly, quarterly, and annual financial reports related to WIC operations.
• Reconcile WIC program revenues, expenditures, and balance sheet accounts.
• Assist with month-end and year-end closing activities related to WIC funding.
• Prepare journal entries and supporting schedules as needed.
• Monitor grant expenditures to ensure spending remains within approved budget categories.
• Track administrative, nutrition education, breastfeeding, and other program-specific expenditures.
• Analyze budget-to-actual results and communicate variances to management.

Grant and Contract Management

• Monitor WIC grant budgets and funding allocations.
• Assist with budget development, revisions, and amendments.
• Ensure expenditures are allowable, allocable, and properly documented.
• Track grant utilization and identify potential over- or under-spending issues.
• Support contract compliance and reporting requirements.
• Maintain documentation necessary for grant monitoring reviews and audits.

Compliance and Audit Support

• Ensure compliance with federal, state, and local regulations governing WIC funding.
• Maintain organized records for audits, monitoring reviews, and quality assurance assessments.
• Assist with corrective action plans and responses to monitoring findings.
• Review transactions for compliance with funding requirements and organizational policies.
• Support preparation of requested documentation during audits and site reviews.

Collaboration and Program Support

• Work closely with WIC Program Directors and management to monitor financial performance.
• Provide financial information and guidance regarding budget status and funding availability.
• Assist program staff in understanding financial policies and grant requirements.
• Participate in process improvement initiatives to strengthen financial controls and reporting accuracy.
• Support special projects and additional accounting responsibilities as assigned.

Performance Expectations

• Submit accurate and timely WIC invoices and reimbursement requests.
• Maintain compliance with all grant and contract requirements.
• Reconcile financial activity accurately and resolve discrepancies promptly.
• Meet all reporting deadlines established by funding agencies.
• Support successful audit and monitoring outcomes.
• Demonstrate professionalism, accountability, and commitment to program integrity.

EDUCATION/LICENSURE/CERTIFICATION QUALIFICATIONS: 

REQUIRED: 

• Associate or Bachelor's degree in Accounting, Finance, Business Administration, or related field preferred.
• Equivalent combination of education and relevant experience may be considered.

PREFERRED: 

• Minimum of 2 years of accounting, billing, grant management, or financial reporting experience.
• Experience with government-funded programs, healthcare organizations, or nonprofit accounting.
• Experience with WIC, grant accounting, or federal/state reimbursement programs strongly preferred.
• Experience preparing WIC invoices, vouchers, and WISE reports.
• Experience with grant budgeting and cost allocation methodologies.
• Knowledge of Texas Health and Human Services WIC requirements.
• Experience with accounting software, ERP systems, and financial reporting tools.
• Experience responding to audit requests and monitoring reviews.

SKILLS AND EXPERIENCE:

REQUIRED:

• Knowledge of accounting principles and financial reporting practices.
• Understanding of grant management and reimbursement processes.
• Strong analytical and problem-solving skills.
• Advanced proficiency in Microsoft Excel.
• Ability to interpret grant agreements, budgets, and financial regulations.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to maintain confidentiality and handle sensitive information.
• Strong written and verbal communication skills.
• Ability to manage multiple deadlines in a fast-paced environment.