Overview
This role works with departmental staff to ensure invoicing documents conform to required funder contract standards, organizational guidelines, and applicable US Government regulations and expectations (including FAR, CAS, and 2 CFR 200). The position supports contract billing and revenue recognition by interpreting billing terms, preparing and reconciling invoices, maintaining financial records, and responding to inquiries to help ensure invoices are transmitted to funders expeditiously.
Responsibilities
- Perform intermediate-level billing activities for all project types (CPFF, T&M, Fixed Price) and various customers for contract billing, accounts receivable (AR), and revenue recognition.
- Ensure bills are current and invoicing documents conform to required funder contract standards, follow organizational guidelines, and align with US Government FAR, CAS, and 2 CFR 200 regulations as required.
- Use the financial billing system to accurately prepare bills, reconcile invoices, and complete NICRA rate adjustments.
- Analyze costs incurred to determine billable costs and required supporting documentation in accordance with contractual, organizational, and federal requirements.
- Identify and escalate system invoice calculation errors and billing/payment issues; lead or support issue resolution depending on complexity.
- Reconcile project costs to billed costs and maintain a complete and systematic set of billing records.
- Reconcile any funder-required report documentation to system-generated invoices.
- Prepare reports in anticipation of financial reporting timelines.
- Create custom reports, maintain financial filing systems, and upload invoices to a shared storage location for organization records.
- Submit timely and accurate invoices directly to funders or through online customer portals when necessary.
- Produce a monthly reconciliation including a thorough analysis of project and billing costs with an explanation of any unbilled costs.
- Read contractual documents and interpret and apply rules and regulations related to financial billing, funding, and reporting.
- Collaborate with program staff and external clients to provide accurate and timely invoices compliant with proposed budgets and/or contractual documents.
- Participate in special research and analytical projects related to contract billing, AR, and revenue recognition.
- Perform other duties assigned.
Requirements
- Bachelor’s Degree or its International Equivalent in Accounting, Finance, Business Administration or a combination of education and experience in a related field.
- Minimum of 3+ years’ experience in an accounting, finance, billing, or related field.
- Experience in billing and knowledge of work breakdown structures.
- Proficiency with MS Office Suite (Word, Outlook, Excel, PowerPoint, Access) and data entry/automated accounting systems.
- Prior work experience in a non-governmental organization (NGO).
- Understanding of US Government FAR, CAS and 2 CFR 200 regulations.
- Strong dispute resolution skills.
- Strong attention to detail and exceptional analytical and problem-solving skills.
- Ability to proactively handle multiple responsibilities, prioritize and manage independent tasks, and work effectively under pressure while meeting tight deadlines.
- Exceptional communication and presentation skills (verbal and written).
- Ability to influence others inside and outside the organization and to champion and implement ideas.
- Ability to exercise good judgment and discretion in confidential matters; demonstrate ethical conduct and decision-making.
- Must be able to work independently and multitask while consistently meeting tight deadlines.
Preferred Qualifications
- Demonstrated ability in account and vendor statement reconciliation.
- Advanced skills in MS Office Suite (Word, Outlook, Excel, PowerPoint, and Access).
Compensation & Benefits
- US Based hiring salary range: USD 55,000 - 80,000 annually.
- Base salary is only one component of the offer.
- The organization contributes 7% of monthly base pay to a money purchase pension plan account.
- For US based staff working full-time (calculated at 40 hours/week):
- 18 days of paid vacation per year
- 12 sick days per year
- 11 holidays per year
- Paid time off is reduced pro rata for employees working less than a full-time schedule.
Location
Other Information
- Travel requirement: less than 10%.
- Typical physical demands:
- Typical office environment
- Ability to spend long hours looking at a computer screen and doing repetitive work on a keyboard
- Ability to sit or stand for extended periods of time
- Ability to lift or move up to 5 lbs
- Technology to be used:
- Computer/laptop
- Microsoft applications (Office 365, SharePoint, Skype/Zoom/Teams)
- Cell phone/mobile technology
- Standard office equipment
- Work is supervised; specific instructions are given for new activities or special assignments. Reports to a Manager.