Grants Specialist @ Centralcalasthma

ORGANIZATIONAL BACKGROUND

Central California Asthma Collaborative (CCAC) is a non-profit organization dedicated to advancing health equity and environmental justice by empowering Central California communities through services, research, advocacy, and data-driven solutions to reduce the burden of asthma.

POSITION SUMMARY

The Post-Award Grants Specialist will work under the direction of the Grants and Contracts Administrator to manage the financial side of CCAC’s grants and subawards. They will be responsible for preparing funder invoices, reviewing subrecipient reports and invoices, monitoring budgets and staff allocations, and maintaining CCAC’s grant management system (Fluxx). The position works across grant management and financial workflows, helping keep processes connected, documented, and running smoothly from award setup through payment and closeout.

PRIMARY RESPONSIBILITIES

• Prepare funder invoices according to each award’s budget, billing schedule, and documentation requirements.
• Gather and review invoice backup (payroll allocations, receipts, deliverable records) and track payment status.
• Review subawarded monthly reports and backup; prepare invoices for signature and approval.
• Maintain award records and deadlines in Fluxx GrantSeeker and GrantMaker; assign and track workflow tasks for program staff and help improve grant workflows and processes.
• Collect and track subrecipient compliance documents (such as insurance certificates, W-9s, ACH information).
• Build and update award budgets in Fluxx to reflect revisions and amendments.
• Review expenses against award and subaward budgets and flag needed budget modifications.
• Review staff position allocations monthly across Fluxx, QuickBooks, and BambooHR, and update program leaders when allocations change.
• Clear accounts payable (AP) in QuickBooks, ensuring vendor bills are entered, coded to the correct grant or project, paid, and reconciled on a timely basis.
• Support and improve workflows for payment processing, posting, and reconciliation across grant management and financial systems.
• Assist with funder financial reports, application budgets, award closeout, and the annual audit.
• Support subaward onboarding, partner training, and provide technical assistance to partners as needed.
• All other duties as assigned.

CORE COMPETENCIES

• Attention to Detail: Produces accurate, well-documented work.
• Financial Acumen: Understands nonprofit accounting, allowable costs, and budget tracking.
• Organizational Skills: Manages multiple deadlines across awards; keeps records complete and organized.
• Written Communication: Writes clearly; explains requirements in plain language.
• Oral Communication: Speaks clearly; listens and requests clarification as needed; responds well to questions.
• Teamwork: Balances team and individual responsibilities; gives and welcomes feedback.
• Reliability: Works independently; self-motivated, dependable, and professional, with a strong work ethic.
• Process Improvement: Generates suggestions for improving work and processes.

EDUCATION AND WORK EXPERIENCE

• Bachelor’s degree in a related field preferred; equivalent experience considered (e.g., 4+ years in grant administration, nonprofit finance, or billing).
• At least 2 years of experience in grant administration, nonprofit finance, or billing, including preparing invoices or financial reports.
• Strong Microsoft Excel skills and experience with Microsoft Office Suite.
• Experience with Fluxx (or similar grant management system) and QuickBooks preferred.
• Experience managing state-funded awards and subawards across multiple funding sources preferred.
• Experience working in community-based organizations or government agencies preferred.

TRAVEL

Occasional regional travel to meetings and trainings with partners and stakeholders. Must have reliable transportation; travel costs (mileage, rideshare, or transit) are reimbursed per CCAC policy, up to the IRS standard mileage rate.

DRIVING AND LICENSE REQUIREMENTS

Not required. If using a personal vehicle for work travel, must possess a valid CA Driver’s License and applicable CA mandated auto insurance.

PHYSICAL REQUIREMENTS

Able to lift up to 20 (twenty) pounds.

AUTHORITY AND SUPERVISORY CAPACITY

No direct reports.

ACCESS TO SENSITIVE INFORMATION

Must maintain confidentiality of financial, banking, staff, and partner information exposed to when working in files, systems, and preparing invoices and reports.

$26-30/Hour DOE