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 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.

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 work papers 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…