Grant Accounting and Billing Specialist Lead

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. 

Position Summary  

Reporting to the Director of Grant Administration, the Grant Accounting and Billing Specialist Lead will assist in the oversight of grant administration for grant funding received by the YMCA of Greater San Francisco. The Lead will be responsible for accurate calculation and invoicing for monthly and quarterly invoices to funders, and support with branch reporting and month end recording of grant revenue. The Lead will participate in the development of processes, procedures and system enhancements to ensure timely and accurate monitoring and collection of grant revenue and expenses. The Lead will provide support that ensures compliance with grant contracts in addition to providing excellent reporting and budgeting support to branches and programs utilizing grant funds for operations.

Job Responsibilities 

• Grant Administration & Compliance
  • Assist the Director of Grant Administration with managing all aspects of grant administration, including financial tracking, audit compliance, invoicing, branch reporting, and month-end close.
  • Compile grant documentation to ensure accuracy and alignment between back-up and financial records.
  • Coordinate and assist with preparation for fiscal audits (including CDFA and SEFA).
  • Support cyclical reporting requirements (e.g., time studies, spending dashboards, accounts receivables, and active grant contracts).
  • Attend funder meetings to remain current on funding requirements and share updates with internal teams.
• Leadership & Team Coordination
  • Lead and support other Grant Accounting and Billing Specialists by providing guidance, training, and ensuring clear communication and collaboration.
  • Attend staff meetings and trainings as required.
  • Perform other duties as assigned by the supervisor.
• Financial Operations & Accounting
• Work closely with the Accounting department to ensure updates are accurately reflected in the accounting system (e.g., journal entries, new grant creation, month-end close, and payment applications).
• Maintain and reconcile monthly financial statements for 50+ grant streams.
• Prepare and submit monthly invoices for assigned funders (e.g., DPH, OEP, YUSA, UCSF, CDE, Marin County).
• Coordinate and assist in the preparation of forecast tools and provide training to Directors to:
  • Build more sustainable program budgets
  • Monitor expenditures on an ongoing basis

Minimum Qualifications

• Bachelor’s degree in accounting or related field
• At least 2 years of accounting experience, preferably with a non-profit
• Understanding of generally accepted accounting principles
• Familiarity with accounting programs and software, intermediate Excel knowledge
• Outstanding problem-solving skills
• Organization and prioritization skills with great attention to detail, accuracy
• Trustworthy with strong work ethic
• Ability to deal with difficult, sensitive and confidential issues
• Must be able to work normal business hours including additional hours required during audit periods and at year-end
• Work well under pressure
• Thrive in work environment that is deadline sensitive
• Excellent verbal and written communication skills
• Ability to work with people of diverse backgrounds

Work Environment and Physical Demands 

The role requires working in an office setting, given the administrative nature of the responsibilities and direct interaction with various departments and funding agencies.  The Grant and Billing Specialist will work closely with various teams to ensure compliance and meet financial obligations in a fast-paced environment where multitasking and attention to detail are crucial. This role requires regular communication with internal and external stakeholders. 

Most of the tasks are office-based and require sitting at a desk for extended periods.  The role involves significant use of computers to reconcile financial data, prepare documentation, and submit reports, which may require repetitive motion (e.g., typing, mouse usage).   Occasional travel to different locations may be required.   

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 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 Accounting and Billing Specialist Lead position offers a yearly salary of $70,000 – $72,800 per year. Based on experience, qualifications, and alignment with salary benchmarks for similar roles. Compensation is in accordance with grant funding approval and program budget requirements.