Billing Specialist

The Salvation Army Northwest Division; Washington (District of Columbia); Hybrid; USD 46,000 - 53,000; Full time

Benefits offered by this job

Paid holidays

Vacation time

Sick time

Medical insurance

Vision insurance

Dental insurance

Retirement plan

Job summary

The Salvation Army Northwest Division is seeking a Billing Specialist to coordinate and maintain grant billing and financial reporting. You will compile supporting documentation, post journal entries, monitor grant trends, and ensure compliance with funder requirements and internal controls.

In this role, you will reconcile deposits, update allocations, and respond to audits while collaborating with finance teams, funders, and auditors. Strong Excel and accounting system skills are essential.

Qualifications

• Strong knowledge of accounting principles and financial reporting.
• Strong analytical and problem-solving skills with a high degree of attention to detail.
• Ability to interpret grant requirements and translate them into practical financial processes.
• Ability to manage multiple deadlines and priorities while maintaining accuracy.
• Strong written and verbal communication skills.
• Ability to work collaboratively with Corps, accounting personnel, funders, auditors, and internal departments.
• Proficiency with Microsoft Excel and financial/accounting systems.
• Ability to maintain confidentiality and exercise sound professional judgment.
• Ability to identify opportunities for process improvement and implement effective solutions.

Responsibilities

• Compile, organize, and review required billing documentation, including LDRs, pay statements, timesheets, I&E reports, detail ledgers, HMIS reports, narratives, invoices, and receipts.
• Prepare and submit monthly grant billings in accordance with funder requirements and deadlines.
• Post grant-related journal entries, including but not limited to reclassifications, support service allocations, administrative allocations, and prepaids.
• Maintain and update grant trend reports to monitor billing activity, expenditures, and available funding.
• Review CARE transactions for appropriate grant source coding and identify discrepancies requiring correction.
• Reconcile FCS/Wellpoint ACH deposits and maintain accurate supporting records in Airtable.
• Update allocations to assigned grants.
• Respond to audit and funder requests by locating and providing invoices, receipts, payroll documentation, and other supporting records.
• Identify discrepancies or missing documentation and coordinate with appropriate departments to resolve issues.
• Maintain organized and accurate electronic grant billing files and supporting documentation.
• Ensure billing activities are completed accurately, timely, and in compliance with grant and funder requirements.
• Flag inefficiencies or gaps in the billing process and work to streamline operations through process improvements.
• Provide support for ad hoc requests and special projects from the Accounting Department, as needed.

Skills

Accounting principles

Analytical skills

Grant accounting

Multitasking

Attention to detail

Excel proficiency

Financial reporting

Communication skills

Confidentiality

Process improvement

Education

Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration

Tools

Excel

Financial/accounting systems

Grant tracking systems

Airtable

Job description

Job Description

POSITION TITLE:

BILLING SPECIALIST

DEPARTMENT:

FINANCE

STATUS:

REGULAR FULL-TIME (HOURLY)

SUPERVISOR:

GRANT BILLING MANAGER

COMPENSATION:

$33.65-38.47 DOE

Join a team where you can offer compassion, dignity, and sustainable opportunities for people in need in your local community!

The Salvation Army is an inspiring place to work. With offices in every major US city and over 120 countries around the globe, it’s a place where people can invest in people on every level. In the Northwest region of the US, we serve people with food to shelter opportunities and almost everything in between. We are committed to being an efficient and effective network of local offices that make up a huge western region team. In other words, we’re committed to being big and small at the same time. That makes us a seriously great place to work. As one of the most impactful social service organizations in the world, we hire people who constantly seek new ways to keep us moving forward. We welcome you on finding your place to offer opportunities for people in need!

GENERAL STATEMENT:

The Salvation Army is a branch of the Christian Church, and the goal of all programs is spiritual regeneration of all people.

SCOPE OF POSITION:

The Billing Specialist is responsible for coordinating and maintaining accurate, timely grant billing and financial reporting activities. This role compiles and reviews required supporting documentation, prepares and posts grant-related journal entries and allocations, monitors grant trends and coding, reconciles grant deposits, processes prepaid allocations, and prepares assigned funder billings. The position also supports audits by providing requested financial records, invoices, receipts, and other documentation while ensuring compliance with funder requirements and internal controls.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Compile, organize, and review required billing documentation, including LDRs, pay statements, timesheets, I&E reports, detail ledgers, HMIS reports, narratives, invoices, and receipts
• Prepare and submit monthly grant billings in accordance with funder requirements and deadlines
• Post grant-related journal entries, including but not limited to reclassifications, support service allocations, administrative allocations, and prepaids
• Maintain and update grant trend reports to monitor billing activity, expenditures, and available funding
• Review CARE transactions for appropriate grant source coding and identify discrepancies requiring correction
• Reconcile FCS/Wellpoint ACH deposits and maintain accurate supporting records in Airtable
• Update allocations to assigned grants
• Respond to audit and funder requests by locating and providing invoices, receipts, payroll documentation, and other supporting records
• Identify discrepancies or missing documentation and coordinate with appropriate departments to resolve issues
• Maintain organized and accurate electronic grant billing files and supporting documentation
• Ensure billing activities are completed accurately, timely, and in compliance with grant and funder requirements
• Flag inefficiencies or gaps in the billing process and work to streamline operations through process improvements
• Provide support for ad hoc requests and special projects from the Accounting Department, as needed

EDUCATION AND WORK EXPERIENCE:

PREFERRED:

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field
• 2 years of experience in grant accounting

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• Strong knowledge of accounting principles and financial reporting
• Strong analytical and problem-solving skills with a high degree of attention to detail
• Ability to interpret grant requirements and translate them into practical financial processes
• Ability to manage multiple deadlines and priorities while maintaining accuracy
• Strong written and verbal communication skills
• Ability to work collaboratively with Corps, accounting personnel, funders, auditors, and internal departments
• Proficiency with Microsoft Excel and financial/accounting systems
• Ability to maintain confidentiality and exercise sound professional judgment
• Ability to identify opportunities for process improvement and implement effective solutions

SOFTWARE-RELATED SKILLS:

• Highly proficient in Excel skills and Tech savvy
• Experience with financial accounting systems and electronic financial reporting platforms
• Experience with systems used to track grant budgets, billings, expenditures, and funder requirements
• Ability to generate, analyze, and reconcile financial reports and supporting documentation
• Ability to maintain organized electronic records and supporting documentation for grants, audits, and compliance

PHYSICAL REQUIREMENTS:

Ability to remain seated and work at a computer for extended periods of time; Ability to stand, walk, bend, reach, and twist on an intermittent basis; Ability to use hands and fingers to operate a computer, keyboard, mouse, phone, calculator, and other standard office equipment; Ability to communicate effectively in person, by phone, and electronic communication; Ability to visually review and work with detailed financial information on computer screens

WORK CONDITIONS:

Work is performed primarily in a professional, climate-controlled office environment with minimal exposure to adverse working conditions. The position requires extended periods of computer work using dual monitors and may occasionally require extended hours to meet month-end, year-end, audit, or other established deadlines.

WORK SCHEDULE / LOCATION:

Monday through Friday; primarily in-person at Northwest Division Headquarters in Seattle, WA, with the opportunity for a part-time remote work arrangement based on organizational needs and applicable policy. The Salvation Army reserves the right to reassign, review the job or to require that different or additional tasks be performed based on the organization’s need or when circumstances change. Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request modification or adjustment to the job or work environment in order meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests if the accommodation needed is reasonable and no undue hardship will result

BENEFITS:

• A generous benefits package is included with full-time positions: paid holidays, vacation time, sick time, and medical, vision, and dental insurance
• Health Insurance: Low bi-weekly premiums for employee-only coverage, Kaiser HMO for those residing in a Kaiser service area, Anthem EPO/PPO is available for those residing outside a Kaiser service area. Voluntary +1 and +family coverage at additional cost. Delta Dental DHMO and DPPO dental insurance are offered.
• Life and Voluntary Options: An employer-paid life insurance policy covers employees. Voluntary supplemental life, short-term and long-term disability plans are available.
• Retirement Plans: Employer-funded Money Purchase Pension Plan (Defined Contribution Plan) 50% vested at five years eligible service time. Plus, an employee-funded voluntary 403(b) option.
• Parental Leave: The benefit is 40 hours of Paid Leave for qualifying events.
• Sick Leave: 12 days of Sick Leave annually accruing from day one, eligible for use after three months’ service time.
• Paid Vacation: Two weeks annually, accruing from day one, for non-exempt positions. Four weeks annually, accruing from day one, for exempt positions. Accrued vacation is eligible for use after six months’ service time.
• Paid Holidays: 13 designated holidays + 1 floating holiday per year
• Equal Employment Opportunity Employer. Minorities/Women/Veterans/People with Disabilities.