Primary Objective

The Billing Specialist supports the financial health and sustainability of the organization by ensuring timely, accurate, and compliant billing across multiple programs, service lines, and funding sources. This role focuses heavily on Accounts Receivable (AR), invoicing, payment tracking, and reconciliation to ensure the organization receives all revenue owed from grants, contracts, fee-for-service programs, partner agencies, and community-based services.

Essential Functions

• Prepare and submit invoices for grants, contracts, fee-for-service programs, and other billable services in alignment with funding guidelines and organizational policies.
• Monitor and manage Accounts Receivable aging, ensuring timely follow-up on outstanding balances and delayed payments.
• Reconcile payments received, ensuring accurate posting to appropriate programs, contracts, and accounting codes.
• Communicate with funders, partner organizations, and agencies to resolve discrepancies, late payments, or billing questions.
• Maintain detailed billing documentation required for audits, grant reporting, and internal reviews.
• Review contracts, MOUs, and program agreements to ensure billing accuracy and compliance with deliverable requirements.
• Work closely with Program Managers to gather required documentation, service data, or backup to support grant invoicing.
• Identify and correct billing errors or inconsistencies and escalate concerns when necessary.
• Assist with monthly financial closings and contribute to revenue projections.
• Generate routine and ad hoc billing and AR reports for Finance Leadership.
• Maintain confidentiality and ensure compliance with organizational policies, accounting standards, and regulatory requirements.
• Support finance team with special projects related to process improvements, grant changes, and billing system enhancements.

Knowledge, Skills, and Abilities

• Strong understanding of accounts receivable processes, invoicing, and reconciliation.

• Ability to read and interpret grant contracts, statements of work (SOWs), and billing requirements.

• Knowledge of nonprofit finance structures, fund accounting, and restricted vs. unrestricted revenue preferred.

• Strong proficiency with accounting or financial management software (e.g., QuickBooks or similar).

• Excellent attention to detail, numerical accuracy, and organizational skills.

• Ability to manage time effectively and handle multiple deadlines across various programs and funding streams.

• Strong written and verbal communication skills when interacting with funders, partners, and internal teams.

• Problem-solving skills to resolve billing discrepancies or incomplete documentation.

• Demonstrated competency in core job functions beyond entry-level expectations

• Ability to work independently with minimal supervision

• Proven ownership of processes, not just task execution

• Strong understanding of systems, workflows, and operational problem-solving

• Reduced onboarding and training needs due to prior experience

• Ability to maintain confidentiality and professionalism at all times.

• Comfort working in a diverse, mission-driven , community-based nonprofit environment.

Education and Experience

• High school diploma or equivalent required; Associate degree in accounting, finance, business administration, or related field preferred.
• Minimum 3-5 years of billing, accounts receivable, bookkeeping, or related financial experience, ideally in a nonprofit or multi-program organization.
• Experience working with grants, contracts, or funder reporting strongly preferred.
• Proficiency in Microsoft Excel and financial management systems required.
• Understanding of nonprofit accounting principles is a plus.