Grants & Contracts Budget Specialist
Full-Time Non-Exempt, Benefit Eligible


Position Summary: The Grants Budget & Billing Specialist works with the Grants & Contracts team to develop and manage budgets for all grants and contracts providing funding for WEAVE services. The position will be responsible for working with agency leaders to develop comprehensive project budgets that meet funder requirements, modifying budgets when needed, and submitting routine billing documents to funders. The position will assist with setting up and launching a new Grants Management System and regular uploading of current financial information to enable agency leaders to monitor progress at the grant and program levels.


Grant Budget Development– 25% of time

  • Works in collaboration with Senior Leadership and Program Directors to draft project budgets and comply with budget requirements for all new projects and grant renewals.
  • Responsible for ensuring personnel, operating, and equipment costs are included in budgets at correct rates.
  • Responsible for ensuring budgeted items comply with funder requirements and RFP restrictions including knowledge of Uniform Guidance CFR 200, indirect cost rates, etc.
  • Adds approved grant budgets to Grant Management Software upon approval and confirms privacy settings are accurate.
  • Responsible for regular review and updating of CalOES budgets when new templates are released.

Grant Modifications – 25% of time

  • Works with the Director of Grants & Contracts to complete budget modifications including recording expenses, updating funder documents, and providing revised budgets.
  • Works with Grants & Contracts Analyst to update and disseminate Grant Summary Forms following modification approval.
  • Records modifications into Grant Management System upon approval.

Grant Budget Monitoring, & Analysis – 30% of time (if doing billing)

  • Upload current spending information for all grants into Grant Management System on regular basis and verifying accuracy of updates through regular monitoring.
  • Work with Program Directors to review progress in spending and document any challenges or anomalies.
  • Work with Finance Department to complete monthly and quarterly billing as needed including compiling financial information, formatting invoices per funder requirements, and verifying accuracy of information prior to submission. This will include being responsible for assigned grants and contracts monthly and assisting with billing of other grants and contracts when other staff are out of the office.
  • Works collaboratively with Finance and Human Resources departments to ensure billing accuracy.
  • Participates in monthly Grants & Contracts meetings with senior leadership.
  • Provides up to date grant budget information and updates to program managers to meet funder reporting requirements.
  • Responsible for collecting, entering, and monitoring grant match documentation and providing monthly reports of grant match status including cash and in-kind match.
  • Works with Human Resources Generalist to ensure time allocations are up to date and employees have the necessary information and access to complete functional timesheets.

Grant Management System Updating & Maintenance – 20% of time

  • Assist Grants & Contracts Analyst with set up of Grant Management System including adapting all budgets to required templates, ensuring accuracy of data, and maintaining privacy settings for all confidential financial information.
  • Work with Program Directors and Senior Leadership to identify planned spending and update Grant Management System to reflect spending plans and inform cash flow planning.
  • Responsible for updating grant match requirements and progress into Grant Management System on monthly basis.

Qualifications & Requirements :

  • Four years of education and/or experience in nonprofit finance, billing, grants, or program implementation strongly preferred.
  • Two years of experience developing and monitoring grant budgets for government funders strongly preferred. Experience with CalOES budgets preferred.
  • Knowledge of accrual accounting practices, GAAP, indirect cost rates, and government funding compliance.
  • Strong attention to detail and accuracy of written communications, data entry, etc.
  • Excellent knowledge of and experience with Excel.
  • Excellent computer skills and comfort in working with a variety of systems including financial accounting software, web-based databases or tracking tools, etc.
  • Excellent written and interpersonal communications skills.
  • Excellent organizational and time management skills and detail-oriented mentality
  • Hiring requirements include a criminal records background check clearance. 
  • Knowledge and demonstrated commitment to the WEAVE mission and values.
  • Ability to attend and complete Peer Counseling Training (PCT) through WEAVE, if applicable.


ADA Job Characteristics:

Work environment is primarily in a busy office setting.  Local travel may be required in the set-up and/or attendance of offsite meetings.  Continuously perform the following:  Lift and carry 25 lbs., extend both arms above the head and/or reach below the waist; stoop, squat, crawl, bend the back to open lower-level filing drawers, or to retrieve stored items; climb a ladder to retrieve items from shelves; climb stairs or use an elevator.  Sit frequently and/or or stand when filing, copying, etc.  Use fine manipulation (hands and wrist) to operate a keyboard, take notes; utilize desk calculator, file, and copy documents.  Corrected vision to normal range.  Speak in normal vocal tone and range and communicate clearly and concisely to others.  Apply normal to above average reasoning and detail as required in the accomplishment of job duties.  Drive a vehicle and run errands as needed.