Grants and Billing Coordinator

Description

Our Mission

Our mission is to leverage the power of food to end hunger and build healthier communities.

Our Vision

We believe that the fight against hunger and the fight against poverty are one and the same. We envision a future in which food is recognized as a human right and every person is able to feed themselves and their families in dignity. Together, we work to create a more nourished, prosperous region.  

The Foodlink Way

Act With Compassion

Take Responsibility

Be a Team Player

Listen, Learn, Adapt

Job Title: Grants and Billing Coordinator 

Department: Finance

Reports to: Finance Manager

Status: Hourly, Non-Exempt, Full-time

Job Level: (4) Administrative and Program Support Role

Hours: (4) Administrative and Program Support Role

Updated: November 2025   

SUMMARY

Foodlink is seeking a highly motivated, detail-oriented, and organized individual to coordinate an ever-evolving portfolio of government and non-governmental grants as well as provide 1115 Medicaid Waiver billing support. The Grants and Billing Coordinator (GBC) is responsible for supporting the preparation of financial grant reporting and analysis, grant budget development, and grant forecasting. Financial management and strong customer service skills are essential for this position, as are confidentiality, discretion, judgment, and attention to detail.

KEY RESPONSIBILITIES

Grant Administration – 50%

• In collaboration with Financial Grants team examine a variety of budgets and financial statements for completeness, accuracy, and conformity with applicable policies, procedures, and requirements.
• Support in the development of grant budgets with Development and Program teams consistent with organizational priorities on an as needed basis.
• For assigned grant portfolio monitor budget to actual grant spending, recommend budget modifications where necessary, and seek approval from funders when needed.
• For assigned grant portfolio prepare any required/requested grant analysis, reimbursement requests or reports timely, in accordance to contract, agency and organization procedures; reconcile grant accounts; check for compliance and payment; resolve issues with grantors. 
• Maintain the organization’s restricted revenue tracking, backup documentation, and the tracking of grant balances to ensure funding is spent in accordance with the grant budget by the funding end date.
• In collaboration with Financial Grants team maintain compliance with all grant funding sources, including state and federal regulations. Keep abreast of laws and regulations that apply to a non-profit organization to maintain up-to-date compliance and financial accounting and reporting requirements.
• May perform other grant administration duties as assigned including but not limited to the preparation of analyses to support both operational and strategic initiatives.
• Assist in the organizational budget development process.
• Follow policies and procedures in the performance of assigned duties by being knowledgeable of Foodlink policies and procedures regarding confidential materials and information, complying with such policies when handling confidential items or providing information to employees or the public. 
• Perform any tasks or projects assigned by Finance leadership to support the organization and team mission.

1115 Medicaid Waiver – 50%

• Work in collaboration with the Director of Food-Based Healthcare and the Waiver team to invoice for services, ensuring billing accuracy. Enter invoices in the FindHelp portal and financial accounting system weekly
• Complete and maintain required training as determined by social care network protocols
• Ensure the privacy and security of sensitive personal health information at all times.
• Collaborate with Finance and Food-Based Healthcare teams to ensure timely reimbursement for services and follow-up as needed.
• Support in the analysis, development and implementation of new processes/tracking mechanisms to improve department efficiencies. 

QUALITIES

• Detail-Oriented. Exercises extreme attention to detail. Take pride in being thorough, accurate, organized, and productive. Asks critical questions to ensure accuracy. 
• Agile. The ideal candidate will be able to adapt to evolving needs and priorities. Ability to juggle and prioritize the varying demands of this role
• Collaborative. Ability to work well with a variety of stakeholders including management, direct staff, peers, other internal departments, and external partners.
• Solutions-oriented. Ability to contribute to problem solving and pivot between strategies and manage competing priorities.
• Mission-driven. Reflects on the mission often, using it as the north star for decision making. Proactively seeks information as it pertains to hunger relief and/or how Foodlink operates.
• Customer service. It has a people-first mentality when serving a wide variety of customers, from donors to vendors to volunteers. 

Requirements

QUALIFICATIONS

• 2+ years' experience in finance/accounting/database management or equivalent combination of education and experience.
• Grant management experience working with a grant portfolio of multiple funders with various compliance requirements and deadlines within a non-profit setting. 
• Experience with New York State and Federal Grants and Medicaid billing preferred.
• Demonstrated ability to interpret funding and reporting regulations and guidelines.
• Knowledge of fiscal and business management with demonstrated competence in planning and budgeting, data collection, and reporting.
• Working knowledge of GAAP principles, audit process, federal cost principles, and grant administration preferred.
• Must be comfortable compiling complex information from a variety of different formats and information sources, as well as keeping this information organized and concise.
• Proficiency in the use of software applications, databases, and Microsoft Office Suite. Proficiency with Microsoft Excel, and office math skills required.
• Ability to organize, manage, and prioritize multiple tasks, deadlines, requirements, and priorities to complete work in a timely manner and within established deadlines.
• Friendly, customer-oriented personality and ability to communicate clearly and concisely orally and in writing.
• Ability to operate electronics, a photocopier, or other standard office machines, perform routine alphanumeric filing tasks, and perform basic record keeping and tabulation tasks. 
• Fluency in English required. Knowledge of Spanish is helpful.

We are actively seeking a diverse pool of candidates for this role. Candidates of color are strongly encouraged to apply.

SALARY AND BENEFITS

This is a full-time, year-round position paid for $22.28 - $24.75/Hr. Foodlink covers 100% of individual health and dental insurance with the ability to acquire family coverage with pretax dollars. In addition to generous paid time off (PTO), we observe 14 paid holidays throughout the year. Opportunity to contribute to a 401k retirement savings plan upon hire. Eligible for generous employer match after 1 year of service.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

 While performing the duties of this job, the employee is regularly required to sit, stand and talk and hear. The employee is frequently required to use hands to handle or feel items such as documents. The employee is frequently required to stand and walk for long periods of time. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus. Able to lift bulk objects or objects weighing up to 50 pounds 

Work Environment

The work environment characteristics described here are representative of those a team member encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

The noise level in the work environment is usually quiet.  

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all- inclusive. Employees will follow other instructions and perform other related duties as required. 

Diversity, Equity, & Inclusion

Foodlink is committed to fostering, cultivating, and preserving a culture of diversity, equity, and inclusion. At Foodlink we believe that anti-hunger work is only possible with a commitment to removing barriers caused by systems of oppression that perpetuate hunger and poverty. We recognize that systematic injustice and bias disproportionately impact some identities more than others. 

Foodlink is actively working to center equity- the fair treatment of all people- in everything that we do so that everyone in our region has access to nourishing food that reflects and values cultural differences.

Foodlink is committed to listening and supporting solutions to hunger that are sourced from people and communities with lived/living experience of hunger and poverty, and to responding where inequities exist.

Foodlink is committed to taking great care to cultivate internal culture and practices that support diversity and inclusion. We embrace and encourage our employees’ differences in age, color, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics that make our employees unique. We aim to foster an environment in which everyone feels a sense of belonging and understands their connection to the Foodlink mission.

Foodlink employees have a responsibility to always treat others with dignity and respect. Employees are expected to always exhibit conduct that reflects our values and promotes equity and inclusion during work, and at work functions.