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Contract Billing and Reporting Manager

Boston, MA 02118

Posted: 01/20/2023 Employment Type: Direct Hire/Perm Job Category: Accounting & Finance Job Number: 537908 Country: United States Is job remote?: No

Job Description

The Contract Billing and Reporting Manager (CBRM) is responsible for monitoring compliance with government contracts, grants, and other awards and loans. The incumbent is responsible for monthly billing of government contracts. The CBRM will coordinate the accounting for lease payments, review medical billings A/R collections, and assist in preparation of the annual Loan Compliance and UFR.  The CBRM will also assist with preparation of budgets for Advancement as needed.


  • Bachelor’s Degree in Accounting, with relevant accounting work experience


  • Minimum of four (4) years’ experience in accounting
  • Must be computer literate and have good working knowledge of spreadsheets and word processing programs; MS Office Excel and Word
  • Excellent communication skills to interact with many departments internally
  • Audit experience or have prepared audit schedules
  • Accounting and problem-solving skills

  • Five (5) years of accounting experience 
  • Prior experience in monitoring and billing government contracts with the State of Massachusetts
  • Experienced in use of the on-line EIM portal for state contract billing
  • Accounting or audit experience in a non-profit environment. Experience with Uniform Financial Reports

Analytic Thinking: Analyzes and synthesizes information to understand issues, identify options, and support sound decision making. Demonstrates curiosity. Gets more complete and accurate information by checking multiple sources. Applies broad analysis. Integrates information from diverse sources, often involving large amounts of information. Thinks several steps ahead in deciding on best course of action.

Attention to Detail: Works in a conscientious, consistent and thorough manner. Demonstrates concern for thoroughness and accuracy.  Reviews work documentation for accuracy and thoroughness. Follows up to ensure tasks are completed and commitments are met by others. Verifies that work has been done according to procedures and standards.

Project Management: Manages well-defined projects. Assumes personal responsibility for specific components of larger projects. Takes personal responsibility for small, straightforward projects, involving coordination with others. Understands the importance of reporting quality information on the project.

Problem Solving: Identifies and solves problems.  Identifies alternate solutions, considering applicable precedents. Identifies optimal solutions based on weighing the advantages and disadvantages of alternative approaches. After implementation, evaluates the effectiveness and efficiency of solutions.

  • Perform ongoing monitoring and maintenance of government contracts, including:
  • Support and communicate with Senior and Program Directors on contract issues
  • Process contract line item amendments
  • Confirm billings are maximized in an effort to ensure contracts are properly spent down by end  of contract year if possible
  • Complete required forms and budgets to renew contracts
  • Reconcile monthly revenue and receivables between billing and GL for completeness
  • Complete annual compliance filings including Annual Progress Reports (APRs) and Site Visits
  • Assist in the maintenance of GrantTracker, the Inn’s grant document management system
  • Generate monthly cash collections report for Third Party Medical Billing.  Manage with medical billing staff a periodic process to review billing issues, including analyzing receivables, common reasons for rejected claims, billing success rate and approval of claim write-offs.
  • Generate monthly Contract Status Reports that track our spending.  Circulate to key program personnel and Admin/Finance.
  • Participate in the completion of budgets and forms to renew existing and apply for new contracts.
  • Participate in the annual budget process to ensure alignment of PSI budgets with contract budgets
  • Manage the Inn’s property leasing and payment processes (monthly rent roll) with the housing operations manager.  Track and reconcile Security Deposits & Last Month’s Rent balances for contract billing purposes.
  • Partner with Payroll Administrator to ensure that labor allocations are complete and accurate for employees billed or used as Match on Cost Reimbursement contracts
  • Participate in completing annual contract-related work papers and reports for the Inn’s annual independent financial audit, including Statement of Federal Expenditures and Awards (SEFA) and Uniform Financial Report (UFR)
  • Maintain working knowledge of Paylocity payroll system to create and generate contract billing payroll-related reports
  • Prepare contract compliance reports 
  • Support Monthly report preparation to assist Programs in understanding the financial positions of their grants
  • Produce all relevant year-end audit work papers as assigned.
  • Partner with DCAC and CBS to prepare restricted grant budgets, documents, and reports for Advancement as required
  • Assist in annual organization wide budget preparation

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