Admin- Billing and Accounts Receivable Specialist

Volunteers of America Northern California & Northern Nevada, Inc.; Sacramento (CA); On-site; USD 32,000 - 35,000; Full time

Benefits offered by this job

Benefits package

Paid holidays

Health insurance

Dental insurance

Vision insurance

Life insurance

Short-term disability

Job summary

VOA Northern California & Northern Nevada, Inc. is seeking a Billing and Accounts Receivable Specialist for a full-time role to support contract billing, payroll allocations, and GAAP compliance across government, grant, and foundation funding.

Applicants should have a Bachelor's in Accounting with at least one year in accounting or billing; proficiency in Excel and Sage Intacct; and strong analytical, organizational, and communication skills.

Qualifications

• 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.

Responsibilities

• Prepare monthly billing for all assigned government, grant, foundation, and fee-for-service contracts.
• Review supporting documentation for allowability, allocability, and reasonableness.
• Maintain billing schedules by contract, program, cost center, and funding source.
• Track billing deadlines and submit invoices on time.
• Research denied or delayed billings and coordinate resolution.

Skills

GAAP knowledge

Analytical skills

Time management

Communication skills

Education

Bachelor's degree in Accounting

Tools

Sage Intacct

MS Office Suite

Excel

Job description

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 we serve. We provide compassionate care today for flourishing communities tomorrow. Founded locally in 1911, VOA Northern California & Northern Nevada is one of the largest providers of social services in the region, delivering a broad range of community-based services that transform lives while meeting immediate needs of 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: VOA puts faith into action by providing compassionate human services to empower individuals and strengthen communities. VOA aspires to create a world in which every person lives a life of emotional, physical, and spiritual well-being, filled with hope 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.

• 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

USD $32.00 - USD $35.00 /Yr.