Fiscal Support Specialist

About the role

The Fiscal Support Specialist will support a state education agency's Out-of-School Time (OST) Team within the Division of Student Support and Federal Programs, assisting with implementation of grant fiscal requirements for the 21st Century Community Learning Centers (CCLC) program. This role manages the reimbursement invoice pipeline and reconciles financial requests from subgrantees, ensuring fiscal compliance under the Every Student Succeeds Act (ESSA).

Responsibilities

• Invoice Intake & Processing
  • Receive, review, and log incoming invoices related to grant activities
  • Verify completeness, accuracy, and supporting documentation
  • Flag discrepancies and follow up with subgrantees or program staff
  • Track invoice status from receipt through approval and payment
• Payment Verification & Grant Fiscal Support
  • Maintain audit-ready records of expenditures, receipts, and payment confirmations
  • Support monitoring activities by gathering financial documentation
• Data Entry & Financial Recordkeeping
  • Enter invoice and payment data into financial/grant management systems
  • Maintain organized digital and physical fiscal files
  • Update tracking sheets, summaries, and dashboards
  • Aid in month-end/quarter-end financial reporting
• Support for Federal Reviewers
  • Prepare and submit documentation for review processes
  • Respond to reviewer requests for clarification
  • Cook up communication between program staff, subgrantees, and federal reviewers
  • Coordinate with federal reviewers
  • Participate in monitoring visits, audits, or compliance checks
• Compliance & Quality Assurance
  • Ensure fiscal documentation meets required standards
  • Maintain confidentiality and data integrity of financial records
  • Aid in identifying errors, trends, or areas needing correction
• Administrative & Cross-Team Support
  • Provide general administrative support to the grants management team
  • Aid in training subgrantees on invoice submission requirements
  • Help prepare financial reports and briefing materials
  • Weekly updates to program leadership and participate in weekly fiscal compliance meetings

Requirements

• 1–3 years of experience in accounts payable / invoice processing
• 1–3 years of experience in fiscal support or administrative support
• Experience with a financial management system or grant management system
• High school diploma or GED
• Intermediate proficiency in Microsoft Excel or other data-tracking software
• Strong attention to detail and accuracy
• Strong written and verbal communication skills

Preferred Qualifications

• Experience working with federal or state grants
• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, Public Administration, or a related field
• Coursework in bookkeeping, government/nonprofit accounting, or business math

Qualifications

• High school diploma or GED
• Intermediate proficiency in Microsoft Excel or other data-tracking software
• Strong attention to detail and accuracy
• Strong written and verbal communication skills

Skills

• Accounts payable / invoice processing
• Fiscal support or administrative support
• Financial management system or grant management system
• Microsoft Excel or other data-tracking software
• Attention to detail and accuracy
• Written and verbal communication skills

Benefits

N/A

Pay

Up to $23.00/hour

Schedule

Full-Time, 40 hours/week