Coordinator, AR & Invoicing

Coordinator, AR & Invoicing

The Coordinator, AR & Invoicing serves as the primary operational owner of KCRHA's accounts receivable and funder invoicing processes. The position is responsible for preparing accurate and timely invoices, reimbursement requests, and grant drawdowns; tracking outstanding receivables; reconciling billed amounts to financial records; and supporting timely collection of funds from government and other funding partners.

The Coordinator maintains complete and accurate receivables records, monitors outstanding balances, investigates discrepancies, and works with internal teams and funders to resolve billing and payment issues. The position supports monthly close, financial reporting, audit preparation, and internal controls, with particular emphasis on ensuring that eligible expenditures are billed, documented, and collected in accordance with applicable funding agreements.

This is an individual-contributor position reporting to the Director of Finance. The position does not supervise staff or independently approve material financial adjustments or write-offs.

• Prepare accurate and timely invoices, reimbursement requests, and grant drawdowns for federal, state, local, and other funding partners, ensuring appropriate review and authorization before submission in accordance with funding agreements and established deadlines.
• Reconcile expenditures and supporting financial records to funding agreements, approved budgets, and applicable grant-management records before preparing reimbursement requests.
• Verify financial coding, funding allocations, supporting documentation, and applicable expenditure requirements to ensure invoices are complete, accurate, and appropriately supported.
• Coordinate with Programs and other internal teams to obtain required documentation and resolve questions regarding program expenditures, while referring programmatic performance and service eligibility determinations to the responsible team.
• Maintain organized records of submitted invoices, reimbursement requests, drawdowns, supporting schedules, and funder communications.
• Monitor eligible expenditures against funding agreements and billing schedules to identify unbilled amounts, support timely submission of reimbursement requests, and minimize delays in collection.

• Maintain accurate accounts receivable records, including outstanding invoices, reimbursement requests, payment status, aging schedules, and supporting documentation.
• Monitor receivable balances and follow up with funders on outstanding or delayed payments to support timely collection.
• Investigate discrepancies between billed amounts, payments received, funding agreements, and accounting records; coordinate resolution with funders and internal colleagues.
• Prepare regular receivables aging, collections, and outstanding balance reports for Finance leadership.
• Identify overdue, disputed, or potentially uncollectible receivables and promptly elevate concerns to the Director of Finance for review and appropriate action.
• Support reconciliation of funder payments, advances, adjustments, and other receipts against applicable funding agreements, outstanding invoices, receivable balances, and general ledger records, ensuring that advances and reimbursements are accurately distinguished and recorded.

• Reconcile accounts receivable balances, funder invoices, reimbursement requests, and payment activity to the general ledger and applicable grant-management records.
• Prepare monthly receivables reconciliations, unbilled expenditure schedules, aging reports, and supporting documentation for the monthly and annual financial close.
• Identify and investigate differences…