Job Title:  Grants and Programs Support Specialist      Prepared By: Human Resources

Reports To:  Director of Finance                                       Prepared Date: March 2021

Department:  Finance                                                        FLSA Status: Non-exempt


Support senior accounting staff in gathering, recording, tracking and analyzing grant billings, accounts receivable and general ledger information in accordance with established accounting internal control policies and procedures.  Partner with the Finance staff to support compliance in all departments as appropriate.

Essential Duties and Responsibilities:

Include the following; other duties may be assigned.

  • Process all transactions related to the income cycle of St Vincent de Paul as it relates to development efforts (individual donors, foundations, events, campaigns and grants).
  • Create billing invoices and follow similar processes as they’re established for stores operations, dispatch, recycling, warehouse, administration, and all programs in general.
  • Communicating with grantors to request information, prepare invoices and arrange reimbursements.
  • Responsible for accurate and timely maintenance of supporting sub-ledgers/spreadsheets that track miscellaneous inventory items for various programs.
  • Keep accurate, organized physical files and maintain cyclical archiving systems for all related tasks (Billing, A/R, Inventories, Contracts, and Agreements etc.).
  • Work closely with the Chief Financial Officer (CFO) to ensure accurate General Ledger and Grant reporting and to provide administrative support.
  • Assist with the preparation of grant cost /financial reports.
  • Ensures the maintenance of copies of all invoices, timesheets and supporting documentation of expenditures by grants.
  • Maintains up-to date Grant report calendar.
  • Facilitates monthly database reconciliations between Development and Finance.
  • Communicate effectively and in a timely manner with program leads to support their efforts by providing timely financial information and reports monthly and as needed.
  • Other duties as assigned.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

  • Knowledge of computerized information systems used in financial and/or accounting applications.
  • Ability to analyze complex fiscal and administrative issues and apply the appropriate measures for resolution.
  • Flexibility as well as positive and professional attitude.
  • Excellent communication skills and the ability to work with multiple stakeholders.
  • High proficiency in Microsoft Office, predominantly Excel.
  • Knowledgeable of QuickBooks and Donor Perfect (or other donor data software)
  • Demonstrates effective communication, positive attitude, conflict resolution and problem-solving skills, and attention to detail.
  • Ability to research, analyze and provide accurate answers to inquiries.


Bachelor’s degree in a related field; or Associate's degree (A. A.) or equivalent from two-year College or technical school; plus three year related experience desirable. Equivalent combination of education and experience will be considered.

Language Ability

Ability to comprehend instructions, correspondence, and memos; able to write correspondence effectively and present information in one-on-one situations to customers, clients, and other employees of the organization.

Math Ability

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Supervisory Responsibilities