Accounting Coordinator

The Accounting Coordinator supports the daily financial operations of Daybreak through hands-on processing of accounts payable, accounts receivable, grant billing, Medicaid revenue tracking, payroll support, and reconciliations. This position serves as the internal financial point person and works directly with external fiscal oversight partners, including CSH, to ensure timely, accurate, and compliant financial processes across all systems.

Duties & Responsibilities Accounts Payable and Accounts Receivable Process accounts payable and accounts receivable transactions using , including uploading invoices, coding, and routing for approval

Ensure all invoices and payments are properly documented and supported within financial systems

Track payments, outstanding invoices, and maintain accurate financial records

Coordinate with staff to obtain necessary documentation and approvals

Petty Cash Management Maintain and manage petty cash in accordance with agency policies and internal controls

Track all disbursements, collect receipts, and perform regular reconciliations

Report discrepancies and coordinate replenishment with appropriate approvals

Grant Billing and Financial Systems Enter and track grant billings and reimbursement requests in systems including PMS, GOSH, LOCCS, and other required platforms

Upload supporting documentation for grant draws in coordination with external and internal staff

Maintain billing logs and organized grant files to support compliance and reporting

Monitor billing timelines to ensure timely submission and reimbursement

Medicaid Billing and Revenue Tracking Track Medicaid billing activity to ensure services are billed accurately and timely

Monitor unbilled services, denied claims, rejected claims, and payment delays

Track claim status, including application status and follow-up needs

Coordinate with program staff to resolve billing issues and improve reimbursement outcomes

Payroll Support Assist with payroll preparation by collecting, reviewing, and verifying timesheets and documentation

Support payroll entry and verification to ensure accurate and timely processing

Maintain confidentiality and organization of payroll records

Reconciliation and Financial Data Assist with reconciliation of private donations, Medicaid revenue, grant funding, and other financial activity

Ensure entries in Sage and other systems are accurate and properly supported

Identify discrepancies and communicate issues for resolution

Coordination with External Fiscal Oversight Serve as the primary internal point of contact for external financial partners, supporting communications

Provide timely uploads, documentation, and financial data required for oversight and reporting

Ensure financial activity is properly documented and aligned with compliance expectations

Administrative and Compliance Support Maintain organized financial records, trackers, and documentation across all funding sources

Support audit preparation, monitoring reviews, and compliance requirements (including CARF standards)
Assist in improving internal financial processes and workflows

Minimum of an Associates’ degree in Accounting, Finance, Business Administration, or related field required

Minimum of 4 years of experience in accounting, bookkeeping, or financial operations required

Experience with accounts payable and receivable processes

Experience with financial systems such as Sage Intacct, Quick Books, or similar

Familiarity with grant billing or reimbursement-based funding models

Experience in a nonprofit or human services organization preferred
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