Volunteers of America Northern California & Northern Nevada→
Admin- Billing and Accounts… at Volunteers of… · US-CA-Sac…
Job Description
Admin- Billing and Accounts Receivable Specialist
Overview
WHO WE ARE: We are more than a nonprofit organization. We are a ministry of service that includes nearly 600 paid, professional employees dedicated to helping those in need to rebuild their lives and reach their full potential. Founded locally in 1911, the Northern California & Northern Nevada affiliate of Volunteers of America (VOA-NCNN) is one of the largest providers of social services in the region, operating more than 40 programs including housing, employment services, substance abuse, and recovery services to families, individuals, veterans, seniors, and youth. In fact, VOA-NCNN provides shelter or housing to over 3,500 men, women, and children every night.
OUR MISSION: To change individual lives, instill hope, increase self-worth and facilitate independence through quality housing, employment, and related supportive services. Volunteers of America Northern California & Northern Nevada inspires self-sufficiency, dignity, and hope by providing critical health and human services to thousands of vulnerable individuals and families across Northern California & Northern Nevada.
PROGRAM AND LOCATION: VOA, a Certified Great Place to Work, is recruiting for a Billing and Accounts receivable Specialist for VOA-NCNN. Full-time employees (working 30 or more hours a week) are eligible for a benefits package that includes paid holidays, vacation, sick pay, health, dental, vision, life, and short-term disability insurance coverage.
Responsibilities
OBJECTIVES/ACTIVITIES:
A. Contract Billing Administration
1. Prepare monthly billing for all assigned government, grant, foundation, and fee-for-service contracts.
2. Review supporting documentation for allowability, allocability, and reasonableness.
3. Maintain billing schedules by contract, program, cost center, and funding source.
4. Track billing deadlines and submit invoices on time.
5. Research denied or delayed billings and coordinate resolution.
6. Prepare revenue accruals and deferred revenue schedules as required.
B. Payroll & Cost Allocations
1. Review allocated salaries, wages, payroll taxes, and employee benefits among multiple grants using approved methodologies.
2. Review functional timecards and payroll allocation reports.
3. Review allocated shared operating expenses including IT, insurance, fleet, depreciation, and administrative overhead.
4. Prepare allocation workpapers and related journal entries.
5. Validate allocations against approved budgets and funding restrictions.
C. Reconciliations & Compliance
1. Reconcile billings to the general ledger and accounts receivable monthly.
2. Monitor contract budgets and available funding.
3. Review contracts for financial compliance requirements.
4. Identify unallowable costs and recommend corrections.
5. Ensure compliance with GAAP, Uniform Guidance (2 CFR 200), and organizational policies.
D. Audit Support & Reporting
1. Maintain complete electronic audit files for every billing submission.
2. Prepare schedules, reconciliations, and supporting documentation for internal and external audits.
3. Respond to funding agency requests promptly.
4. Prepare financial analyses and reimbursement projections.
E. Collaboration & Continuous Improvement
1. Partner with Program Directors, Payroll Specialist, and Accounting to ensure billing accuracy.
2. Develop standardized billing templates and documentation.
3. Cross-train with Accounts Receivable and General Ledger functions.
3. Perform other duties and special projects assigned by the Controller, Chief Financial Officer, or designated management.
4. Recommend process improvements to strengthen internal controls and reimbursement efficiency.
F. Professional Development
1. Maintain current knowledge of nonprofit accounting standards and grant regulations.
2. Participate in required training and professional development.
Qualifications
EQUIVALENT EDUCATION AND EXPERIENCE:
A Bachelor’s degree in Accounting is required. One year of experience in accounting/billing is required. An additional (4) four year of accounting/billing experience may substitute for the Bachelor’s degree requirement. Must have demonstrated knowledge of and ability to perform the following: computerized accounting, accounts receivable/payable, Excel spreadsheets and double-entry accounting. Must have a willingness to accept responsibility and do repetitive and routine work. Good judgment and tact are required in handling confidential information. Ability to provide services to staff and vendors without ethnic or social prejudices. Must have the flexibility to work irregular hours and have the willingness to function as a team member.
SPECIFIC SKILLS REQUIRED:
● Excellent understanding and working knowledge of GAAP and Accounting Practices
● Proficient with MS Office Suite (Word, Excel, PowerPoint, Outlook)
● Experience with Sage Intacct or similar ERP Systems.
● Strong written and oral communication skills.
● Excellent organizational and teamwork skills.
● Ability to identify and analyze problems using sound judgment and determine solutions
● Excellent analytical, research, problem-solving skills and attention to detail
● Time management and ability to execute multiple tasks and adhere to deadlines.
Pay Range
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