Grants Reimbursement Specialist

Full Job Description

Are you looking for a part time opportunity to work and support a dedicated, positive Grants Team with financial operations? If so, the Utah State Library with the Department of Cultural and Community Engagement (CCE) is looking for you to fill its Grants Reimbursement Specialist opening. This position will manage and process reimbursement requests, ensure compliance with financial policies, and provide support for budgetary tracking and financial reporting.

This is a hybrid, 10-15 hour per week, time limited position. This role is funded with and dependent on federal grant dollars.

Principal Duties
The Grants Reimbursement Specialist will support the Grants Team to prepare grantee reimbursement requests, monitor grant expenditures to ensure costs align with budgets, maintain accurate financial records and documentation, reconcile grant accounts to ensure compliance with Federal and State requirements, and coordinate with the CCE Finance Department. Key responsibilities include tracking grant receivables, resolving financial discrepancies, supporting the preparation of financial reports, assisting with internal audits, and collaborating with grants and program staff. As the Reimbursement Specialist you will typically:

• Review incoming grantee reimbursement requests for completeness, accuracy, and compliance; apply correct accounting codes and process in Salesforce for approval and payment.
• Coordinate and track reimbursement processing and payment reconciliation.
• Collaborate with other programs and staff on training and grants for reimbursements.
• Provide customer support for grantees regarding reimbursement. Be a point of contact and support for awardees.
• Support Grants Coordinator and Contracts Analyst as needed with report tracking or other ad-hoc projects.
• Support continuous improvement and change initiatives as the organization improves processes.
• Regularly attend meetings with the Grants Team, supervisor and business process meetings.
  
  

Ideal Candidate
The ideal person for this position will possess:

• Accounts payable experience; grants administration experience preferred.
• Excellent written and verbal communication skills.
• Excellent customer service skills.
• Excellent collaboration and critical thinking skills.
• A positive attitude while being a supportive team player.
• Detail-oriented organizational skills.
• Spreadsheet skills – Microsoft Excel, Google Sheets.
• Salesforce experience; CongaSign
• Adobe Acrobat and Online skills for document editing.
  
  

Preferences
Preference may be given to those:

• Currently working in the Department of Cultural and Community Engagement.
• Accounts payable experience.
  
  

Why You Should Join Our Team
The Utah State Library Division works with libraries across the state to ensure a base level of quality services in all public libraries. Our unique perspective of working with a variety of libraries positions us to share best practices and innovative ideas with the greater library community, ultimately leading to better quality services for the citizens of Utah. This is an opportunity for a new career that rewards your knowledge, professional abilities, caring nature, and efforts.

The Agency
To learn more about the Utah State Library, please click HERE.

Additional Information

• Risks which require the use of special safety precautions and/or equipment, e.g., working around operating machines, working with contagious diseases or hazardous chemicals, etc.
• Typically, the employee may sit comfortably to perform the work; however, there may be some walking; standing; bending; carrying light items; driving an automobile, etc. Special physical demands are not required to perform the work.
• Valid driver license required to drive a motor vehicle on a highway in this state per UCA53-3-202(1)(a).