Financial Grants Specialist in Charlotte, North Carolina at Veterans Bridge Home

Job Title: Financial Grants Specialist

Department: Finance

Reports To: Chief Financial Officer

Location: Charlotte, NC (hybrid; on-site at the Charlotte office as needed)

Employment Type: Full-time

FLSA Status: Exempt

Supervisory Responsibility: None; may coordinate grant-related financial processes and TFA work across program and finance staff.

About Veterans Bridge Home

Veterans Bridge Home (VBH) is a Charlotte-based 501(c)(3) that connects service members, veterans and their families, in any stage of transition, to the community. Founded in 2011, VBH serves military-connected families of any era, branch, age and discharge status.

VBH works across three areas: fast, accurate connections to community human-service providers; career support for veterans and the employers who hire them; and community engagement that builds social connection. In 2021, the North Carolina Department of Health and Human Services asked VBH to expand this model beyond Charlotte to the state's other major metro regions.

Position Overview

The Financial Grants Specialist supports the financial administration and fiscal compliance of VBH's assigned grant-funded programs, primarily Supportive Services for Veteran Families (SSVF) and SSG Fox, ensuring grant-related funds are spent, tracked, documented, and reported accurately and in accordance with applicable financial requirements. Reporting to the Chief Financial Officer, the role sits at the intersection of Finance, Programs, and Compliance.

The Financial Grants Specialist supports financial activities associated with federal, state, and other assigned grant funding. The role keeps financial documentation, billing, reimbursement requests, payment processing, and grant-related fiscal requirements on track while providing leadership with timely information regarding financial activity, potential risks, and operational concerns.

This position is responsible for more than processing transactions or following established procedures. The Financial Grants Specialist must understand the financial requirements and purpose of the grants they support, exercise independent judgment, evaluate financial processes, identify potential risks, and proactively recommend solutions to improve financial accountability and operational efficiency.

The position works collaboratively with program and compliance leadership to ensure financial activities align with applicable grant requirements. Broader programmatic compliance, participant eligibility determinations, program outcomes, and organization-wide grant management remain the responsibility of the appropriate organizational leaders.

Key Responsibilities

Restricted Funding Financial Management and Fiscal Compliance (Approx. 30%)

• Support the development and management of budgets for assigned grants and contracts; track spending against each award or restriction and flag variances to the CFO monthly.
• Ensure financial activities comply with applicable funder terms, including 2 CFR Part 200 (Uniform Guidance) for federal and federal pass-through funds, Department of Veterans Affairs requirements, SSVF program guidelines, and applicable North Carolina state contract requirements.
• Prepare and submit reimbursement requests, drawdowns, and invoices on schedule.
• Coordinate with appropriate Financial, Compliance and grant project management staff regarding subrecipient invoicing and financial documentation, when applicable.
• Review cost allocations, indirect cost rates, and allowable expenses with the accounting team.
• Maintain audit-ready restricted funding financial files and support grant-related documentation requests for the annual audit and Single Audit, when applicable.
• Assist in drafting, maintaining, and improving restricted funding financial management policies and procedures.
• Review financial transactions and supporting documentation to identify potential errors, unallowable expenses, missing approvals, or inconsistencies with grant requirements.
• Exercise sound judgment in evaluating financial concerns and determining when issues require additional review or escalation.

Temporary Financial Assistance (Approx. 30%)

• Coordinate temporary financial assistance (TFA) financial processes across assigned funding sources, ensuring assistance is properly documented, charged to allowable funding, and reconciled.
• Support the implementation and maintenance of TFA procedures, including documentation standards, approvals, and payment processing under SSVF and other applicable grants.
• Process approved TFA invoices and payment requests, including rental assistance, utility payments, and other allowable financial assistance.
• Coordinate landlord and vendor onboarding, including collection and verification of required W-9 forms, payment information, and supporting documentation.
• Work directly with landlords, vendors, and internal staff to facilitate enrollment and payment processing through Bill.com and other applicable financial systems.
• Track outstanding invoices, payment requests, vendor documentation, and disbursements to ensure timely processing.
• Reconcile TFA disbursements to the general ledger and applicable funder limits monthly, and report TFA activity to the CFO.
• Collaborate with program staff to resolve missing documentation, invoice discrepancies, payment delays, and other financial processing concerns.
• Ensure appropriate financial approvals and segregation-of-duties procedures are followed before payments are released.
• Coordinate with Compliance and Programs to address financial documentation concerns while recognizing that program leadership retains responsibility for participant eligibility and service authorization.

Reporting, Financial Monitoring, and Internal Controls (Approx. 25%)

• Prepare and submit accurate financial reports and supporting documentation to funders by applicable deadlines, in coordination with the CFO and appropriate organizational leadership.
• Work with program staff to obtain necessary supporting documentation and financial information related to grant deliverables. Program leadership remains responsible for validating programmatic outcomes and service delivery information.
• Produce or contribute to a monthly financial reporting dashboard for assigned grants, including active awards, restricted balances, TFA spending, burn rates, upcoming deadlines, and other relevant financial indicators.
• Support the CFO in preparing financial information for the Board Finance Committee as requested.
• Monitor grant utilization, spending trends, financial reporting deadlines, and potential compliance concerns.
• Identify risks associated with underspending, overspending, unallowable costs, incomplete documentation, inaccurate financial coding, and funding restrictions.
• Support the development, implementation, and ongoing monitoring of internal controls related to restricted funding and temporary financial assistance.
• Ensure appropriate segregation of duties, documented approval workflows, and established financial procedures are consistently followed.
• Investigate financial discrepancies, identify potential root causes, and provide timely recommendations to the CFO.
• Assist with financial reconciliations, documentation reviews, and preparation for funder monitoring or audit requests.
• Maintain accurate and secure financial records in accordance with organizational policies, applicable grant agreements, and records retention requirements.

Pre-Award Financial Support (Approx. 5%)

• Support Development and Finance on proposals by preparing assigned financial information, budgets, budget justifications, and applicable fiscal compliance sections.
• Assist in ensuring proposed budgets reflect appropriate program costs, including allowable indirect costs.
• Review financial terms and fiscal requirements of assigned grant awards before acceptance, as requested by the CFO.
• Provide financial input regarding operational feasibility, payment procedures, documentation requirements, and anticipated administrative costs.
• This position is not responsible for identifying new grant opportunities, grant prospecting, or managing the organization's grant development strategy.

Post-Award Financial Administration and Relationships (Approx. 10%)

• Participate in award kickoffs to help brief program and finance staff on applicable financial requirements, budgets, billing procedures, and reporting terms.
• Support financial aspects of contract modifications, budget revisions, no-cost extensions, and grant closeouts.
• Serve as a financial point of contact for assigned grant-related billing, vendor payment, and fiscal documentation questions, coordinating with the CFO and appropriate organizational leadership.
• Provide guidance to program staff on grant-related financial procedures, documentation requirements, time-and-effort records where applicable, and allowable costs.
• Collaborate with Finance, Programs, and Compliance to maintain accurate grant records and ensure alignment between financial activities and applicable funding requirements.
• Assist in developing or updating written procedures, checklists, and process documentation related to grant financial administration.
• Perform other duties as assigned.

Qualifications

Required

• Bachelor's degree in accounting, finance, business, public administration, or a related field, or equivalent combination of education and relevant professional experience.
• Three or more years of relevant experience in grant financial administration, accounting, financial operations, billing, or a related field, including experience with government-funded programs or restricted funding.
• Experience building, monitoring, or supporting grant budgets and financial reconciliations.
• Experience with accounts payable, invoicing, vendor management, payment processing, or related financial operations.
• Ability to interpret grant financial requirements, review supporting documentation, and identify potential fiscal compliance concerns.
• Working knowledge of financial internal controls, documentation requirements, and approval procedures.
• Proficiency in Excel, including formulas, pivot tables, lookups, and financial data analysis.
• Strong writing skills and a demonstrated track record of meeting financial reporting and processing deadlines.
• Ability to exercise independent judgment, recognize financial risks, and appropriately escalate concerns.
• Ability to handle confidential financial, organizational, and participant-related information with discretion.

Preferred

• Experience managing or supporting public and/or restricted funding, including government contracts and donor-restricted gifts.
• Experience with Department of Veterans Affairs funding, Supportive Services for Veteran Families (SSVF), or other federally funded veteran service programs.
• Experience with North Carolina state grants or NCDHHS contracts.
• Familiarity with 2 CFR Part 200 and federal grant financial requirements.
• Experience processing temporary financial assistance, housing assistance payments, or similar financial assistance transactions.
• Experience with Bill.com, Sage Intacct, or comparable financial management systems.
• Certified Grants Management Specialist (CGMS), Grant Professional Certified (GPC), or other relevant professional credential.

Core Competencies

Attention to Detail: Catches errors in budgets, reports, invoices, payment requests, and financial documentation before they become larger issues.

Deadline Management: Manages multiple grant-related financial responsibilities, payment schedules, and reporting requirements while consistently meeting deadlines.

Collaboration: Translates financial and grant requirements into clear guidance for program staff and works effectively across Finance, Programs, and Compliance.

Analytical Thinking: Evaluates financial information, recognizes patterns, questions inconsistencies, and identifies potential concerns beyond routine transactional review.

Independent Judgment: Applies knowledge of grant requirements and financial procedures to evaluate situations, make appropriate recommendations, and recognize when issues require escalation.

Proactive Problem-Solving: Anticipates financial and operational challenges, identifies process bottlenecks, and recommends solutions before problems escalate.

Grant Financial Knowledge: Understands the purpose, restrictions, and financial requirements of assigned grants and applies that knowledge to daily responsibilities.

Process Improvement: Identifies opportunities to strengthen internal controls, improve efficiency, reduce delays, and enhance financial accountability.

Financial Accountability: Demonstrates responsible stewardship of grant funding and a commitment to accurate records, appropriate approvals, and effective financial controls.

Integrity and Discretion: Handles financial, organizational, and client-related information with professionalism, confidentiality, and care.

Mission Alignment: Demonstrates a commitment to serving veterans and military-connected families.

Essential Job Functions

The following functions are essential to successful performance in this position:

• Perform accurate and timely grant-related financial administration, billing, invoicing, payment processing, and reconciliations.
• Interpret and apply applicable financial requirements associated with assigned grants and funding sources.
• Analyze financial information, identify discrepancies, and recommend corrective actions or process improvements.
• Maintain accurate financial records, supporting documentation, and required reporting materials.
• Use computers, spreadsheets, financial management platforms, and electronic communication systems to perform daily responsibilities.
• Communicate effectively with employees, leadership, landlords, vendors, and external partners.
• Exercise sound judgment, manage competing priorities, and meet established deadlines.
• Maintain confidentiality and follow organizational financial, operational, and information security policies.
• Collaborate with Finance, Programs, and Compliance staff to support effective financial administration.
• Perform assigned responsibilities in accordance with applicable laws, grant requirements, and organizational policies.

Essential functions may be performed with or without reasonable accommodation.

Working Conditions

Primarily office-based or remote computer work. Occasional evening or weekend hours near major deadlines and for VBH events. Limited local travel within the Charlotte region; occasional travel within North Carolina.

The position requires regular use of computers, financial software, electronic communication systems, and standard office equipment. Employees may be required to participate in virtual or in-person meetings and collaborate with staff across multiple locations.

The work environment is generally professional and office-based, with typical office noise levels and limited exposure to environmental hazards. The position may involve periods of increased workload associated with grant deadlines, payment processing, financial reporting, and audits.

Employees working remotely must maintain an appropriate work environment that supports confidentiality, information security, and the effective performance of assigned responsibilities.

Physical Demands and Lifting Requirements

The physical demands described below represent those that may be encountered while performing the essential functions of this position.

• Ability to remain in a seated or stationary position for extended periods while performing computer-based work, with opportunities to change position as needed.
• Frequent use of a computer, keyboard, mouse, telephone, and other standard office equipment.
• Occasional movement within an office environment to attend meetings, access materials, or perform related duties.
• Occasional handling, moving, or transporting of office supplies, files, or materials weighing up to 20 pounds, when required for assigned duties.

VBH will provide reasonable accommodations to qualified individuals with disabilities in accordance with applicable law.

Workplace Safety and Employee Responsibilities

All employees are expected to maintain a safe, professional, and respectful working environment and comply with applicable organizational safety policies and procedures.

Responsibilities include:

• Following established workplace safety procedures and reporting unsafe conditions, hazards, accidents, or injuries promptly.
• Using office equipment and organizational resources safely and appropriately.
• Maintaining a clean, organized, and reasonably hazard-free workspace, including when working remotely.
• Following applicable emergency procedures, evacuation instructions, and workplace security protocols.
• Complying with organizational policies regarding workplace conduct, harassment prevention, violence prevention, and professional behavior.
• Protecting confidential information, financial records, electronic systems, and organizational property from unauthorized access, loss, or misuse.
• Reporting suspected financial irregularities, fraud, misuse of funds, or violations of internal controls through appropriate organizational reporting channels.
• Participating in required safety, compliance, information security, and other organizational training.

Confidentiality and Information Security

The Financial Grants Specialist may have access to sensitive organizational, financial, vendor, employee, and veteran-related information.

The employee is expected to:

• Maintain confidentiality of financial records, grant documentation, vendor information, and participant-related records.
• Access and share confidential information only when authorized and necessary to perform assigned responsibilities.
• Follow organizational policies regarding secure records storage, electronic communications, password protection, and information security.
• Promptly report suspected unauthorized disclosures, security incidents, or misuse of confidential information.

Confidentiality obligations continue after employment ends, consistent with applicable law and organizational policies.

Reasonable Accommodation

Veterans Bridge Home is committed to providing reasonable accommodations to qualified applicants and employees with disabilities in accordance with the Americans with Disabilities Act (ADA), as amended, and applicable state and federal laws.

Qualified individuals must be able to perform the essential functions of the position, with or without reasonable accommodation. Applicants and employees may request reasonable accommodations through the organization's established HR process.

Equal Employment Opportunity

Veterans Bridge Home is an equal opportunity employer and is committed to providing equal employment opportunities to qualified applicants and employees without regard to race, color, religion, sex, pregnancy, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable federal, state, or local law.

Employment decisions are based on legitimate business needs, job-related qualifications, and applicable legal requirements.

VBH prohibits unlawful discrimination, harassment, and retaliation in all aspects of employment.

Benefits: Benefits stipend, short-term disability, paid time off (PTO), and 401(k) with employer match.

Benefits are subject to applicable plan documents, eligibility requirements, and organizational policies.