The San Juan Bay Estuary Program (Estuario) is seeking a Grants Billing and Procurement Officer to join our highly skilled grant management team.
The purpose of this contract is to ensure successful project financial administration, monitoring and review and timely payment of professional services and other expenses. The Grants Billing and Procurement Officer will work closely with the grants management and finance teams. Reporting to the Executive Director and working with internal staff and contractors, the Grants Billing and Procurement Officer manages the invoice functions related to all grants received by the Estuario and other assigned contracts in accounting software and reviews invoices for completeness and analyzes them to determine the appropriate payment amounts. Ensures that all project payments are duly authorized as per applicable policies and that financial risks are considered and mitigated prior to payment. Also resolves or escalates any issues or anomalies in order to ensure on-going stewardship of resources in keeping with the policies and procedures that the Estuario establishes.
RESPONSIBILITIES
- Contribute to the systematization of the billing processes for contractors as well as the billing process for the overall grants and overall project management
- Reviews invoices and relevant reports for completeness and to establish appropriate payments based on expected deliverables, and ensures that payments are in-line with Estuario processes and guidelines
- Reviews incoming invoices related to project activities, ensures satisfactory delivery of goods or services and obtains proper approvals of payments
- Manages all procurement processes and monitors purchase orders and deliverables emanating from signed legal documents, including follow-up with program staff to review outstanding deliverables, follow-up with recipients or contractors to receive financial and/or technical reports
- Processes payment requests in a timely manner to ensure that there are no unnecessary delays and that project expenditure targets are met
- Maintains accurate payment milestones information and generates procurement reports in the Estuario grants and project management system to allow for adequate financial forecasting of expenditures
- Creates new suppliers, verifies and enters the banking information to ensure payments are processed adequately and in a timely manner
- Provides support in the management and monitoring of expenses for all projects and programs and monitors the Estuario overall program budget including recommending innovative approaches to
appropriately track and manage these budgets.
- Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time
- Manage billing and documentation related to all funds that the Estuario may receive.
- Supports securing compliance with grant agreements
- Support contract and price negotiations with office vendors, service providers and office lease
- Point person for purchasing orders and procurement processes
REQUIRED QUALIFICATIONS:
- MA Degree is highly desirable
- 2 years of experience in financial and/or project adminstration
- Excellent written and spoken (English and Spanish) skills
- Knowledge of federal, state and donor regulations
- Knowledge of the program management cycle design, monitoring and evaluation
- Excellent communication, interpersonal, representation and negotiation skills
- Sound planning, time management and administrative skills
- Ability to work under pressure, in a team, and for long hours if required
- Excellent computer skills with proficiency in Microsoft Word, Excel, PPT
- Experience working in billing/invoicing
HOW TO APPLY:
Interested candidates should submit a cover letter and resume/CV by email no later than Wednesday, June 24, 2020 to: [email protected]. The email must be directed to Brenda Torres, Executive Director, and must specify in the subject the title of the position, ” Grants Billing and Procurement Officer “.
THE SAN JUAN BAY ESTUARY PROGRAM
The San Juan Bay Estuary Program is part of the National Estuary Program (NEP), created under Section 320 of the Clean Water Act (CWA), and managed nationally by the United States Environmental Protection Agency (USEPA). Its mission is to improve the water quality of the San Juan Bay Estuary. Per Section 320 of the CWA, each of the 28 entities affiliated to the NEP must submit to EPA Administrator a Comprehensive Conservation and Management Plan (CCMP) to guide the restoration efforts of the most important coastal ecosystems for the economy of the Nation. The main responsibility of each organization under the NEP is to coordinate and measure the implementation of the plan in partnership with the community, state, local, and federal governments and the Academia.
The Corporation for the Conservation of the SJBE provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or genetics.
