Grant Accountant (PSS2-AS), Division of Finance

SUUMARY:

The Grant Accountant (Professional Services Specialist 2, Administrative Services) independently performs complex professional accounting and financial duties related to billing, receivables, revenue recognition, and financial analysis for sponsored projects. The position is responsible for preparing and issuing invoices, monitoring, and collecting receivables, performing advanced reconciliations, and developing financial reports that support decision-making within Accounting Services and the Division of Finance.

Under the direction of the Associate Controller, the incumbent exercises professional judgment, analyzes financial activity, resolves discrepancies, and ensures the accuracy of billing and receivable data for grants and contracts. The role requires advanced accounting knowledge, strong analytical skills, and the ability to work independently on assignments of significant complexity.
This position supports the University’s expanding research enterprise by ensuring timely billing, accurate revenue recording, and effective management of grant receivables.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Independently prepare, review, and issue complex invoices for grants and contracts, including cost-reimbursement, milestone-based, and scheduled billings.
• Maintain detailed billing schedules and supporting financial documentation; recommend adjustments when needed.
• Ensure invoices accurately reflect financial activity and award terms.
• Monitor, track, and reconcile receivables for assigned sponsored projects.
• Develop, maintain, and analyze aging schedules; identify overdue balances and initiate follow-up actions with sponsors.
• Investigate and resolve discrepancies between billed amounts and payments received.
• Recommend collection strategies and prepare communication to sponsors regarding outstanding invoices.
• Prepare complex monthly reconciliations of billed amounts, revenue, and receivables.
• Review financial transactions for correctness and recommend adjustments when needed.
• Assist with year-end closing entries and schedules related to sponsored program revenue and expenditures.
• Develop financial breakdowns and analyses showing billed activity, cash received, outstanding receivables, and future revenue expectations.
• Prepare monthly, quarterly, and ad hoc reports for use by Accounting Services and University leadership.
• Assist with schedules and supporting documentation for the University’s annual financial statements.
• Coordinate with the Office of Sponsored Programs, Research Administration, and departments to obtain information needed for accurate billing and receivable management.
• Participate in projects to improve billing, receivable tracking, and accounting workflows.
• Assist in the implementation of system enhancements or automation in ERP or financial reporting systems.
• Recommend updates to procedures that improve efficiency, accuracy, and timeliness of financial processes.
• Maintain organized, accurate financial records in accordance with university retention requirements.
• Provide guidance to staff or student workers on billing or data-entry tasks as needed.
• Perform other professional duties as assigned by the Associate Controller.

KNOWLEDGE, SKILLS, ABILITIES:

• Advanced knowledge of accounting principles and financial reporting.
• Ability to independently analyze financial data and resolve discrepancies.
• Strong organizational and problem-solving skills.
• Ability to communicate clearly and professionally with internal and external stakeholders.
• Ability to prioritize multiple tasks and meet strict deadlines.

PREFERRED QUALIFICATIONS:   

• Experience in higher education or research administration.
• Experience with project-based or grant-related billing and receivables.
• Experience preparing complex accounting reconciliations and financial reports.

PREFERRED EDUCATION & EXPERIENCE:

• Bachelor’s degree from an accredited college or university in Accounting, Finance, Business Administration, or a related field.
• Four (4) years of professional experience in accounting, financial analysis, billing, or