Part-Time Grants Accountant & Reimbursement Specialist

Part-Time Grants Accountant & Reimbursement Specialist

About the Position

Big Ideas Educational Services is seeking an experienced, organized, and detail-oriented Grants

Accountant & Reimbursement Specialist to manage monthly fiscal reporting, reimbursement requests, and grant-related financial documentation for multiple local, state-administered, and federally funded education and youth-development programs.

This position will begin part-time, with the opportunity to grow into a larger part-time or full-time accounting or grants-management role as the organization continues to expand.

Primary Responsibilities

- Manage the complete monthly reimbursement cycle for multiple grant-funded projects.

- Prepare Florida Department of Education Forms 300, 301, 399, and other required reimbursement and fiscal-reporting documents.

- Complete reimbursement requests and financial reporting through funder systems and online portals.

- Compile and organize payroll registers, employee allocations, invoices, receipts, contracts, procurement records, proof of payment, bank documentation, PARs, time-and-effort records, and other supporting documentation.

- Reconcile payroll, benefits, vendor payments, and other expenditures against each approved grant budget.

- Track current-month and cumulative expenditures to ensure accuracy and prevent duplicate reimbursement.

- Maintain budget-to-actual reports by grant, project, funding source, site, function, and expense category.

- Identify missing documentation, incorrect allocations, unallowable expenses, budget concerns, and potential amendment needs before reimbursement packages are submitted.

- Maintain complete, accurate, organized, and audit-ready electronic files for each grant and reimbursement period.

- Track submitted reimbursements, corrections, approvals, outstanding payments, and grant receivables.

- Assist with fiscal monitoring visits, budget amendments, year-end closeouts, grant closeouts, and audits.

- Learn and maintain working knowledge of the requirements, systems, forms, deadlines, and reimbursement procedures for all Big Ideas funding sources.

Potential Expanded Accounting Responsibilities

As Big Ideas continues to grow, this position may expand to include additional accounting and grant-finance responsibilities. Any significant expansion of

responsibilities would be accompanied by an increase in scheduled hours.

Potential future responsibilities may include:

- Accounts payable and accounts receivable

- Bank and credit-card reconciliations

- Payroll and benefits reconciliation

- Monthly financial close

- General-ledger review and coding

- Cash-flow and reimbursement tracking

- Preparation of management and board financial reports

- Annual audit preparation

Required Qualifications

- Hands-on experience with government, nonprofit, education, or youth-development grant accounting and reimbursement.

- Working knowledge of local, state-administered, and federal grant requirements, including expense allowability, cost allocation, payroll documentation, procurement, fiscal compliance, and audit preparation.

- Strong Excel, accounting, payroll-reporting, and document-management skills.

- Ability to manage multiple grants, reimbursement deadlines, funding requirements, and supporting documentation simultaneously.

- Ability and willingness to learn the specific fiscal requirements of all Big Ideas grants and funding sources.

- Strong attention to detail, accuracy, organization, confidentiality, and follow-through.

- Ability to independently identify discrepancies and resolve documentation or reimbursement issues before submission.

Preferred Qualifications

- Previous experience preparing Florida Department of Education Forms 300, 301, and 399.

- Experience with local government, education, or children’s-services funding.

- Experience with ADP payroll reports and multi-grant employee allocations.

- Experience with nonprofit accounting, federal Uniform Guidance, grant monitoring, and grant closeout.

- Degree in accounting, finance, business administration, or a related field.

Schedule & Compensation

- Approximately 20–30 hours per month after onboarding , based primarily on the current grant reimbursement workload.

- Additional hours may be needed during startup, monitoring, amendments, grant closeout, or other high-volume periods.

- As the scope of the position expands, monthly hours will increase accordingly .

- Primarily remote, with occasional meetings or document-review sessions in Miami-Dade County.

- $45–$60 per hour , depending on verified experience.

- Potential to grow into a larger part-time or full-time Grants Accountant, Accounting Manager, Grants Finance Manager, or similar position as the organization expands.

Application Requirements

Please submit a current résumé and complete the application questions regarding your grant-accounting and reimbursement experience.

Applicants will be asked to provide:

- Requested hourly rate.

- A brief description of the local, state-administered, and/or federal grants they have managed.

- The reimbursement forms, financial systems, and funder portals they have used.

- The approximate number of grant projects they have managed simultaneously.

- Experience with Florida Department of Education reimbursement forms, if applicable.

- Experience with payroll allocations, grant documentation, fiscal monitoring, and grant closeout.

- Two professional references who can verify relevant grant-accounting or reimbursement experience.

Big Ideas Educational Services is seeking an individual who can take ownership of the reimbursement process, maintain strong fiscal documentation, and help ensure that grant expenditures are accurate, supported, timely, and audit-ready.