Finance Liaison: Billing, Grants & Cross-Dept Ops

YWCA; City of White Plains (NY); On-site; USD 70,000 - 95,000; Full time

Job summary

YWCA White Plains & Central Westchester is seeking a Finance Liaison to coordinate across Finance, programs, membership, residence, and operations. You will help ensure accurate billing, reconciliations, reporting, and grant and contract tracking, working closely with the CFO and BTQ Financial to keep financial processes moving smoothly.

The ideal candidate is organized, financially savvy, and comfortable collaborating across departments, with a commitment to strong financial operations as

Qualifications

• Associate degree in accounting, business administration, finance, or a related field preferred; equivalent relevant experience considered.
• Three or more years of experience in accounting coordination, accounts payable, billing, grants administration, revenue operations, or a related function.
• Experience working with financial and operational systems; familiarity with Intacct, Daxko, Brightwheel, Yardi, or comparable platforms is an advantage.
• Strong organization, follow-through, attention to detail, communication, and ability to work across departments and with an outsourced accounting partner.
• Ability to handle confidential financial, employee, member, tenant, and grant information appropriately.

Responsibilities

• Coordinate YWCA inputs to BTQ's month-end close and follow up on open items with the CFO, BTQ and YWCA departments.
• Serve as the main in-house contact for routine finance requests. Route questions, track responses, and elevate overdue or recurring issues.
• Document and maintain procedures for YWCA billing and account activity in Daxko Operations, Brightwheel, and Yardi, including billing inputs, adjustments, refunds, write-offs, and chargebacks.
• Confirm invoices have complete supporting documentation and follow the AP approval matrix before routing them for payment: BTQ completes the initial coding and approval, the Program Director provides the second approval, and the CEO approves invoices above $3,000. The CFO releases payments, with the COO as backup. The Finance Liaison has no approval or payment rights in BILL.com
• Coordinate membership billing and collections with Membership, using BTQ's program-level trends and accounts-receivable aging to monitor balances and follow up on exceptions. Work with Membership to address failed auto-payments, credits, discounts, and waivers in Daxko Operations. Ensure refunds and write-offs receive approval within CFO-set limits before processing. Coordinate member follow-up on chargebacks, which BTQ records against program-fee revenue in Intacct.
• Provide BTQ with the reports and explanations needed for the monthly reconciliation of membership activity, cash and adjustments.
• Maintain a program contract calendar aligned with registration periods and program seasons. Coordinate contract and billing-plan reviews early enough for approved changes to be entered before billing begins.
• Review Daxko Operations and Brightwheel enrollment, billing, balances, and revenue reports. Compare enrollment or service activity with contracts, charges, and collections, and track discrepancies to resolution with program staff. Obtain the monthly per-child County DSS and Child Care Council subsidy payment report from the staff member who processes attendance, using the DSS portal export to support allocation by program.
• Provide the reports and supporting information needed for BTQ to post the consolidated monthly revenue entry. Brightwheel private-pay charges are generally billed on the first of the month for that month; receivables are handled case by case.
• Coordinate with Property Management and Residence leadership to track rent and subsidy payments, tenant balances, arrears, adjustments, refunds, and write-offs.
• Work with the Property Manager, who handles day-to-day tenant records and payment processing, to track rent receipts and security deposits in Yardi. Coordinate move-in and move-out reviews, calculate proposed deposit refunds, obtain YWCA approval, and send the request and supporting documents to BTQ for payment and liability release under the AP approval matrix.
• Reconcile Yardi tenant ledgers to the receivable report and receipts to bank deposits. Provide monthly charges and receipts reports to BTQ for its general-ledger entries, and provide arrears and vacancy information for its semiannual review of receivables, vacancy allowance, and bad debt.
• Prepare the monthly 8% management-fee calculation based on Residence cash receipts and send it to BTQ for the intercompany entry. Property Management remains responsible for tenant records and resident follow-up.
• Maintain the program-side fields in BTQ's Master Contracts List, including program contacts, reporting milestones, renewal decisions, and budget-modification status.
• Coordinate with program staff and BTQ to gather attendance, outcome, and expenditure support for government contract claims and reports. For budget modifications, collect the program rationale and revised budget, route them for approval, and track submission and the funder's decision.
• Track upcoming deadlines and missing information, and follow up with program staff. BTQ manages government contract billing, vouchering, and collections; Development manages private grants and pledges in DonorPerfect.

Skills

Strong organization

Attention to detail

Communication

Cross-department collaboration

Financial acumen

Education

Associate degree in accounting, finance or related field

Three+ years of relevant experience

Tools

Intacct

Daxko Operations

Brightwheel

Yardi

BILL.com

Job description

YWCA White Plains & Central Westchester is seeking a Finance Liaison to coordinate across Finance, programs, membership, residence, and operations. You will help ensure accurate billing, reconciliations, reporting, and grant and contract tracking, working closely with the CFO and BTQ Financial to keep financial processes moving smoothly.

The ideal candidate is organized, financially savvy, and comfortable collaborating across departments, with a commitment to strong financial operations as