POSITION SUMMARY

The Grants Payment Assistant, reporting to the Grants Payment Manager, is responsible for supporting various aspects of grant payment processes, including managing the electronic fund transfer payment information process, overseeing the carry-forward process, sending reminders and delinquent notices, as well as assisting in data cleanup efforts. They play a crucial role in ensuring accuracy and compliance in grant payments, responding to grantee inquiries and supporting special projects such as data migration. This position requires strong attention to detail, excellent communication skills, proficiency in grant management systems and the ability to handle sensitive information securely.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

• Provide the first-tier review of electronic fund transfer (EFT) payment information forms and requests and track revisions if necessary.
• Oversee the foundation’s carry forward process, including the review of relevant deliverables to ensure accuracy and compliance.
• Review and resolve payment holds related to EFTs and carry forward deliverables.
• Send external deliverable reminders and delinquent notices to ensure payments can be processed.
• Send internal reminders to ensure monthly reporting deadlines are met.
• Assist with managing shared email inboxes and responding to email inquiries.
• Prepare monthly payment schedule reports for manager’s approval.
• Assist in quarterly and year-end metrics reports and reconciliations.
• Maintain internal project tracking logs.
• Document standard operating procedures (SOP) for the grants payments team using ProcessStreet.
• Develop expert knowledge and skills in the foundation’s grants management systems (ProposalCentral and SmartSimple) and other applications.
• Manage project milestones related to the Grants Team and internal users.
• Update and maintain internal project tracking logs.
• Schedule meetings and prepare agendas as needed.
• Support data migration and cleanup.
• Prepare reports as needed.
• Assist with special projects as needed.
• Perform any other duties or tasks as assigned or required.

MINIMUM QUALIFICATIONS

Education

• Bachelor’s degree

Experience

• 1–2 years of full-time administrative experience
• Previous experience in grant management, accounts payable and/or financial administration is preferred.

Related Skills & Other Requirements:

• Candidate must be customer service oriented and a proactive team player.
• Familiarity with SOP development and adherence
• Ability to handle sensitive information with confidentiality and discretion
• Strong attention to detail and ability to maintain accuracy in data entry and record keeping
• Exceptional written and verbal communication skills are necessary.
• Demonstrates sound judgment and discretion with sensitive information
• Capable of completing a variety of tasks with competing deadlines
• Advanced computer skills with proficiency in Microsoft Office: Word, Excel (i.e., pivot tables and v-lookup functions) and PowerPoint
• Technical knowledge or familiarity of SmartSimple, proposalCENTRAL, G Suite and query-based reporting tools is a plus.

REQUIRED APPLICATION MATERIALS

• Please submit a résumé and cover letter describing your interest in this position.

COMPENSATION AND BENEFITS

• The full-time annual compensation range for this position is $59,000 – $63,000, depending on experience.
• In addition to competitive salaries, the Simons Foundation provides employees with an outstanding benefits package.

The Simons Foundation’s Diversity Commitment

Many of the greatest ideas and discoveries come from a diverse mix of minds, backgrounds and experiences, and we are committed to cultivating an inclusive work environment. The Simons Foundation actively seeks a diverse applicant pool and encourages candidates of all backgrounds to apply. We provide equal opportunities to all employees and applicants for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status, or any other protected category under federal, state and local law.