Government Contract Billing Specialist

Job Title: Billing Specialist (Government Grants & Contracts) Location: Hybrid/Remote – NYC/NYS Preferred

About Us

Bates Consulting Group LLC is a New York-based boutique management consulting firm that provides financial management and operational advisory services to mission-driven nonprofit organization dedicated to improving lives across New York City and New York State. Client often manage government-funded programs, delivering critical services that support our communities' most pressing needs—including housing, mental health, aging, education, and more. We are seeking a skilled Billing Specialist to support our client in reducing/eliminating its contract billing/invoicing backlog, and to support audit readiness for the FY2025 organizational audit. Passion for service, precision, and problem-solving are highly valued skills. Position Summary As a Billing Specialist, you will play a key role in our finance team by managing billing, reconciliation, and reporting for a wide range of city and state contracts. From DFTA to HRA, OMH to DHS, you’ll ensure timely submissions, clear backlogs, and keep us fully audit ready. Your attention to detail and experience with government funding will be crucial to our ongoing impact and success. This a project-based assignment. Billing Specialist will be paid an hourly rate. Position may be part-time or full-time subject to the time required to eliminate the back-log. Engagement will be for 90 days. What You’ll Do Billing for Government Grants & Contracts •Prepare and submit invoices/vouchers for all assigned NYC/NYS government contracts (e.g., DFTA, OMH, HRA, DHS, ACS, DOE).

• Track contract budgets, billing cycles, and reporting deadlines to ensure timely, compliant submissions.
• Use agency-specific portals and follow different billing models (cost reimbursement, milestones, fixed fee, etc.).

Reconciliation & Financial Accuracy

• Perform monthly/quarterly/annual reconciliations of billed vs. paid amounts, expenses, and GL data.
• Troubleshoot discrepancies and maintain audit-ready documentation.
• Collaborate with finance and program teams to align financial data across sources.

Backlog Management & FY25 Audit Prep

• Identify and clear outstanding billing backlogs with urgency and accuracy.
• Organize and prepare documents for external audits and internal reviews.
• Resolve longstanding billing issues with funders and internal teams.

Financial Reporting

• Submit required financial reports to agencies with accuracy and timeliness.
• Partner with program leads to gather and verify billing data.

Compliance & Problem Solving

• Stay informed of changes in government guidelines and funding rules.
• Address billing or compliance issues proactively.
• Communicate directly with agency contacts to resolve delays and discrepancies.

General Accounting Support

• Support A/R tracking, cash receipts, and month-end close processes.
• Contribute to the continuous improvement of billing and accounting workflows.

What You Bring Required

• Bachelor’s degree in Accounting, Finance, Business, or equivalent experience.
• 3–5 years of direct billing experience with NYC/NYS government agencies.
• Strong understanding of billing systems and funding rules for public contracts.
• Proven ability to clear backlogs and prepare for financial audits.
• Solid reconciliation and problem-solving skills.
• Proficiency in Microsoft Excel (formulas, pivot tables, VLOOKUP) and accounting software (MIP, QuickBooks, NetSuite, Intacct, or similar).
• Highly organized with sharp attention to detail.
• Strong written and verbal communication skills.
• Self-starter with ability to work independently and with a team.

Preferred (Nice to Have)

• Experience working in a nonprofit or human services environment.
• Familiarity with NYC/NYS agency billing systems and portals.
• Prior involvement in DCAA or A-133 audits.

Why Join Us?

• Make an impact with purpose-driven work.
• Be part of a mission-focused, supportive team.
• Gain exposure to complex contracts and high-stakes finance operations.
• Grow your skills in a collaborative and evolving environment.

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