Lead Contracts & Grant Billing Specialist

Hybrid – California

📍 Location: Hybrid – California
🕒 Schedule: Full-Time | Non-Exempt
🏢 Department: Finance / Accounts Receivable
📋 Reports to: AR/Contracts Manager

💰 Pay Range: $39.90 - $41.83

The hourly range for this position is $39.90 - $41.83 per hour for employees hired in the Bay Area. The pay range provided in this job posting represents the typical range or starting rate for candidates hired within the Bay Area region. Candidates hired in other California locations may have different starting salaries based on cost of living and market data variations. Factors that may be used to determine your actual starting salary include your education, experience, knowledge, skills, abilities, the market data for your work location, and internal comparisons to other employees in similar roles.

✨ Make a Meaningful Impact

Aspiranet is seeking a detail-oriented and collaborative Contracts & Grant Billing Specialist to support billing operations across a large portfolio of government and grant-funded programs.

This role is critical in ensuring accurate invoicing, resolving complex discrepancies, and maintaining compliance across more than 170 contracts that fund essential services for children, youth, and families.

❤️ About Aspiranet

Aspiranet is a mission-driven social services agency with a legacy of supporting California communities since 1975. We are committed to making sure that every child is loved, every family is supported, and every individual has the tools to succeed.

Our services stretch across the state and include foster and resources for family support, adoption services, mental health care, residential services, youth transition programs to assist from foster care to adulthood, and community-based initiatives. At Aspiranet, every role contributes to something greater—to help create a future where opportunity, hope, and healing are within everyone’s reach.

📝 Position Summary

The Contracts & Grant Billing Specialist serves as a lead resource for the Contracts Team, working closely with the AR/Contracts Manager to support contract administration and billing operations across more than 170 contracts. This role provides guidance on billing processes, contract compliance, and issue resolution while ensuring accuracy and consistency across billing activities. The position also acts as a primary point of contact for complex billing matters, partnering with program staff, regional offices, and funding agencies to resolve discrepancies, payment delays, and contract-related issues, including review of discrepancy invoices prior to resubmission.

In collaboration with the AR/Contracts Manager and FP&A Manager, this role supports onboarding and implementation of new programs and contracts, ensuring billing structures, reporting requirements, accrual processes, and tracking systems are established accurately and timely. While maintaining a limited billing portfolio, the role primarily focuses on lead support, complex billing resolution, contract onboarding, and operational efficiency within the contracts and grants function.

🔍 Key Responsibilities

Contracts Billing Processing

• Lead resolution of complex grant and contract billing discrepancies, payment issues, and claims inquiries
• Review discrepancy invoices and supporting documentation prior to resubmission to funding agencies
• Prepare and submit grant billings/invoices with required supporting documentation (receipts, POs, statements, etc.)
• Maintain and update grant billing records, tracking spreadsheets, and contract activity logs
• Maintain organized contract and grant files, including billing records, accruals, adjustments, payments, and supporting documentation
• Support month-end close by assisting with accruals, billing analysis, and related journal entries
• Follow up with counties and grantors on outstanding receivables and billing concerns
• Develop and maintain reporting tools for financial tracking and contract analysis

Leadership & Customer Service

• Serve as a lead point of contact for billing resolution and contract-related inquiries from internal teams and external agencies
• Provide guidance and support to team members on billing procedures, documentation requirements, and issue resolution processes
• Respond to escalated billing, grant, and contract-related inquiries
• Collaborate with Contracts Team and regional offices regarding grant budgets, expenses, and billing concerns
• Provide field offices with billing statements, financial reports, and contract-related support
• Assist in preparation for audits, monitoring reviews, and site visits

Collaboration & Contract Onboarding

• Work closely with the AR/Contracts Manager and FP&A Manager to support onboarding and setup of new programs and contracts
• Ensure billing structures, reporting requirements, accrual processes, and tracking systems are established accurately and timely
• Partner with program staff, regional offices, and funding agencies to research and resolve billing issues

✅ Qualifications

Minimum

• AA degree in business with at least one full year of accounting courses.
• Relevant work experience, including at least five years in bookkeeping or a comparable role, may substitute for education.
• Knowledge of personnel-related functions and general accounting principles, A/P and A/R invoicing methods and aging processes.
• Proficiency with major financial systems and advanced spreadsheet skills (e.g., Excel).
• Ability to communicate effectively with government accounting representatives to resolve billing and collection discrepancies.
• Meets all state required conditions of employment as set forth by Community Care Licensing for a Licensed Community Care facility; i.e. Fingerprint and Child Abuse Index clearance, TB/Health Physical, valid CDL, and clean driving record

Preferred

• Experience with non-profit fund accounting preferred.
• BS degree in Accounting or related concentration.

💻 Work Environment & Physical Demands

The physical demands and work environment described here are representative of those required to successfully perform the essential functions of this role. Reasonable accommodations may be made to enable individuals to perform these functions. The work environment is typically a standard office setting, and noise levels remain within safe OSHA standards.

• Utilizes computer, phone, and standard office equipment for extended periods of time
• Operates a personal vehicle for business-related travel
• Works in-person with staff and key stakeholders as part of a hybrid schedule

🗣️ Communication Requirements

• Communicates clearly and effectively, both verbally and in writing, with clients, community partners, co-workers, and supervisors
• Prepares clear and concise written reports and summaries
• Demonstrates the ability to comprehend, follow, and clearly convey instructions
• Must be computer proficient (hardware and software) and able to work on a computer for up to 40 hours per week

🏋️ Physical Activities

• Must be able to handle or manipulate objects, tools, and operate controls
• Must be able to reach, store, and retrieve materials or file boxes as needed
• Must be able to push, pull, lift, and/or carry up to 5 lbs

❤️ Why Aspiranet?

• Mission-driven work with meaningful community impact
• Competitive compensation and comprehensive benefits
• Flexible hybrid work environment
• Supportive, collaborative team culture