Accounts Receivable Specialist

Location:

Hybrid, remote and on-site at our Oakland or Los Angeles Office.

Classification:
Non-Exempt

Job Summary

Community Initiatives is an Oakland-based nonprofit service organization providing over 150 nonprofit projects with fiscal sponsorship services including tax-exemption, accounting and financial oversight, risk management and insurance, legal compliance, grants management, payroll, and human resource services. Our fiscally sponsored projects (FSPs) represent all nonprofit sectors––arts and culture, education, environment, health, human services, and public affairs. While many of our projects are in the San Francisco Bay Area, others operate in various states and international locations.

The Accounts Receivable Specialist is responsible for the day-to-day execution of cash receipts processing, deposit tracking, fundraising and payment platform administration, and accounts receivable support for Community Initiatives and its fiscally sponsored projects (FSPs).

This role plays a critical operational function in ensuring funds received by Community Initiatives are accurately identified, documented, reconciled, and communicated to internal stakeholders. The position works closely with Project Accountants and accounting leadership to support accurate financial records, strong internal controls, and timely resolution of discrepancies across multiple systems.

Key Responsibilities:

Cash Receipts Processing & System Administration

• Download daily lockbox deposit reports from the bank and prepare Excel-based cash receipt logs for checks and cash received directly by the office.
• Upload deposit data and supporting documentation into internal systems used for cash receipt tracking, project attribution, and downstream accounting.
• Accurately identify and attribute receipts to the correct fiscally sponsored project and funding source.
• Send deposit notifications to receiving projects through established internal systems or workflows.
• Maintain accurate, complete internal records related to cash receipts and deposits.

Research & Resolution of Unidentified Receipts

• Research unidentified or unclear receipts by reviewing internal systems (e.g., accounting systems, CRM/donor systems, shared inboxes) and external platforms (e.g., Pay Pal Giving Fund, Cyber Grants, Zeffy, Neon One).
• Proactively reach out to funders, platforms, or fiscally sponsored projects to obtain missing information and resolve attribution issues.
• Ensure unidentified receipts are actively monitored, documented, and resolved on a timely basis.

Reconciliations & Transaction Support

• Prepare weekly reconciliations between internal cash receipt records and bank activity to ensure completeness and accuracy.
• Prepare monthly reconciliations between fundraising/payment platform reports, bank deposit records, andthe accounting system.
• Research and document discrepancies and escalate unresolved or systemic issues to accounting management.
• Prepare clean, reconciled deposit data and supporting documentation for upload into the accounting system.
• Prepare and maintain structuredfundraising platform workbooks (e.g., Fundrazr, Benevity, Stripe, Square, Eventbrite) to support accurate deposit tracking and upload into the accounting system.
• Assist with onboarding and setupof new fundraising or payment receipt platforms, including data testing and documentation.
• Assist with providing ACH andwire instructions to funders and partners, ensuring accuracy and consistency.

AR Support & Coordination

• Review accounts receivable agingreports monthly with Project Accountants and assist with follow-up on outstanding payments as requested.
• Assist Project Accountants with applying payments to AR invoices in the accounting system, as needed.
• Assist with various billingactivities (e.g., cost-reimbursable grants, service billing) upon request.
• Respond to internal inquiries from Project Accountants and Client Services regarding deposits, receipts, and payment status.

Documentation, Controls & Audit Support

• Support continuous improvement of cash receipts and AR workflows through adherence to documented procedures and identification of process gaps.
• Maintain organized documentation related to deposits,…