Accounts Receivable Specialist

Accounts Receivable Specialist

Summary Description: The Accounts Receivable Specialist, reports directly to the Controller, is responsible for supporting Goodwill SOLAC’s revenue cycle through accurate invoicing, payment application, account reconciliation, collections follow-up, grant reimbursement support, and maintenance of AR records in Sage Intacct. This position plays a critical role in ensuring timely cash collection, accurate financial reporting, grant compliance, and strong customer relationships with GIS and WFD.

Exemplary Duties / Responsibilities: Accounts Receivable Management & Customer Collections

Prepare, review, and process invoices for contracts, WFD services, GIS services, grants, miscellaneous billings, and other organizational receivables. Support GIS by managing customer invoicing, collections, and payment follow-up for school districts, hospitals, healthcare systems, municipalities, and other contracted agencies. Maintain regular communication with customer contacts regarding outstanding balances, payment status, invoice discrepancies, purchase orders, authorization requirements, and account resolution. Monitor accounts receivable aging reports and proactively follow up on delinquent accounts to improve collections and reduce aged receivables. Ensure invoices are supported by proper documentation, service details, authorizations, contractual terms, and purchase order requirements when applicable. Apply incoming payments accurately in Sage Intacct, including ACH, checks, and other payment methods. Research and resolve unapplied cash, denied invoices, payment discrepancies, short-payments, and customer account issues in a timely manner. Maintain accurate customer and agency account records to ensure receivable balances are complete, accurate, and audit-ready. Escalate material collection concerns or delinquent balances to the Controller and Senior Staff Accountant, as appropriate.

Grant Reimbursement Accounting & Spend Tracking

Support reimbursement-based grant accounting activities for programs such as California Community Reinvestment Grants (CalCRG) and other grant-funded initiatives. Prepare reimbursement requests, invoice packages, and support financial documentation required by grantors to ensure timely reimbursement of eligible expenditures. Monitor grant receivables and assist with tracking grant expenditures to support timely spend-down of awarded funds within grant performance periods. Work collaboratively with program leaders, grant administrators, and WFD staff to reconcile grant-related spending, billing support, and funding availability. Review expenditures for accuracy, allowability, supporting documentation, and compliance with grant requirements and approved budgets. Maintain organized financial records and supporting schedules for grant audits, monitoring reviews, and compliance reporting. Assist management in identifying reimbursement timing issues, funding gaps, or risks related to delayed grant collections.

Cash Receipts, Reconciliation & Month-End Close

Reconcile daily deposits, cash receipts, merchant activity, bank postings, and supporting documentation to ensure completeness and accuracy. Reconcile AR subledger balances to the GL within Sage Intacct. Prepare monthly receivable reconciliations, aging schedules, and supporting documentation for month-end close. Identify and resolve discrepancies between customer accounts, grant receivables, deposits, and general ledger balances. Maintain audit-ready supporting documentation for receivable and cash-related activity.

Financial Reporting, Audit & Compliance Support

Assist with month-end and year-end close activities related to accounts receivable, grants, and cash reporting. Prepare receivable aging reports, collections summaries, grant receivable schedules, and supporting analysis for management review. Support annual financial audits with Harrington Group and grant audits by preparing requested schedules, reconciliations, invoices, and supporting documentation. Maintain organized records in compliance with internal controls, accounting procedures, and grant requirements.

Systems, Process Improvement & Cross-Functional Support

Utilize Sage Intacct, Dayforce, Microsoft Excel, and other financial systems to maintain accurate financial records and reporting. Serve as the Accounting liaison to operational departments including Retail, WFD, GIS, and grant-funded programs to resolve billing and collection matters. Collaborate with Goodwill SOLAC managers, and program staff to resolve invoice disputes, missing billing support, service authorization concerns, and payment delays. Assist with process improvements to strengthen billing accuracy, collections, grant reimbursement timing, internal controls, and operational efficiency.

Minimum Qualifications:

Education/Experience: Any combination of education or experience providing the required skill and knowledge for successful performance would qualify. Typical qualifications would be equivalent to:

Associate degree in business or economics, or related field preferred; equivalent work experience may be considered. Minimum of 2 - 4 years of accounts receivable, accounting, bookkeeping, grants administration, or finance-related experience preferred. Experience with ERP/accounting systems, preferably Sage Intacct. Experience with customer billing, collections, reconciliations, and receivable management. Experience supporting reimbursement-based grants, school districts, healthcare organizations, municipalities, or government agencies preferred.

Knowledge & Skills:

Strong Microsoft Excel skills, including reconciliations, data analysis, and reporting. Strong analytical, organizational, and problem-solving skills with excellent attention to detail. Excellent communication and customer service skills with the ability to manage competing priorities and deadlines.

Software(s) & System(s):

Sage Intacct Ceridian Dayforce Microsoft Excel, Outlook, and Word Bank of America Cash Pro portal and merchant processing systems Grant reimbursement portals and reporting systems

Core Competencies: To perform the job successfully an individual should demonstrate the following competencies:

Daily review of customer collections via aging report - Maintaining & contacting customers from 4 departments to keep collections under 60 days. Reviewing, updating, and interacting with customers and departments daily. Meeting with departments to go over past due and challenging customers. Cash Receipts - Going through the mail and distributing it to correct departments. Ensure payments via ACH or check are applied to correct customer or department. Customer write off are maintained based on collections efforts and department heads approval. Transmit checks and maintains and reconcile Petty Cash. Initiative - Ensure the grants are monitored and updated with supportive employment. Review expense reports and monitor our supportive employment programs. Meetings with supportive employment to close the month on time. Lease Liability update in Lease Query and GL monthly entry. Time Management - Billing and monitoring Goodwill interpreting services. Updating customer files and contacts communicating with Salvage, Interpreting and Supportive employment. Checking variances and ensuring entries are done accurately. Reconciling A.R. aging report to the ledger account and reviewing out of balances.

This job posting should not be construed to imply that these requirements are the exclusive standard of the position. Incumbents will follow any other instructions and perform any other related duties as may be required by their supervisor.