Accounts Receivable Manager

ORGANIZATIONAL OVERVIEW
 We are community builders co-creating enduring change toward a just society where every person has personal, social, and economic power. Our united system of programs, neighborhood centers, social enterprises, and partnerships connects individuals and their families across the region.

POSITION OVERVIEW

The primary objective of this position is to manage the implementation strategy for Finance and Accounting. This person reports to the CFO and is responsible for overseeing PUC’s contract billing, invoicing, accounts receivable processes, and compliance with funding agreements. This role ensures timely and accurate invoicing, collection of receivables, and adherence to accounting principles while supporting PUC’s mission. The manager will also develop and implement efficient systems to track revenue, manage grants and contracts, and provide financial insights to leadership.

Primary Responsibilities (Essential Functions)

Contract Billing Oversight

• Manage all aspects of contract billing, including preparation of invoices for grants, government contracts, and other funding sources
• Ensure compliance with contract terms, grant requirements, and applicable regulations
• Collaborate with program managers to track expenses against funding agreements and ensure proper allocation of costs
• Maintain detailed records of contract billing schedules, payments received, and reporting deadlines

Grant Compliance and Financial Reporting

• Work closely with grant managers to ensure accurate tracking of restricted funds and compliance with donor requirements
• Assist in preparing financial reports for funders, auditors, and internal stakeholders
• Support contract audits and the annual audit process by providing necessary documentation related to accounts receivable and contract billing

Accounts Receivable Management

• Oversee the invoicing, collections, and recording of accounts receivable in alignment with PUC policies and Generally Accepted Accounting Principles (GAAP)
• Monitor aging receivables, follow up on overdue accounts, and develop strategies to reduce outstanding balances.
• Reconcile accounts receivable sub-ledger with the general ledger monthly to ensure accuracy
• Reconcile pledges receivable sub-ledger with the general ledger monthly to ensure accuracy
• Reconcile other assigned balance sheet and income statement accounts on a quarterly basis 
• Deposit all checks and cash receipts within 2 business days of receipt
• Prepare a weekly bank deposits report
• Prepare monthly AR reports for leadership, highlighting collection trends and outstanding issues
• Prepare monthly Pledges Receivable report for leadership, highlighting near and long -term pledge balances and any outstanding issues

Cross Department Collaboration

• Work with Development and program leaders to assemble and store contract/program budgets
• Ensure coding is set up in accounting systems timely and ready for use
• Work with program leaders to ensure expenses are approved and recorded in the correct period
• Process accounts receivable billing monthly or as defined in the contract
• Notify program/contract leaders when invoices are submitted and funds are received
• Ensure accounting systems are accurate and up to date
• Prepare Sage and Excel financial reports on a monthly or quarterly basis, including revenues and expenditures, budgets to actuals
• Make Sage and Excel financial reports available to program/contract owners
• Schedule monthly meetings with program leaders to ensure consistent communication throughout the grant lifecycle; at a minimum, the agenda should include:
  1. Current contract value, budget, duration, current period spending, budget to actual, and any pending extensions
  2. Newly awarded contracts and awards anticipated within the next month

People and Culture

• Develop partnerships internally and externally 
• Focus on fostering a positive and collaborative work environment
• Align goals with the PUC’s core values

Quality

• Strive to improve the accuracy, reliability, and transparency of financial processes and reporting
• Ensure compliance by completing all regulatory audits without any major findings
• Focus on continuous improvement through training, automation, or process refinement.

Operational Excellence

• Optimize workflows and processes to enhance efficiency and reduce costs
• Leverage technology and data-driven decision-making to streamline operations
• Ensure goals contribute to reducing waste, improving productivity, or enhancing resource allocation

Business Growth

• Support strategic initiatives that drive revenue growth, cost savings, or market expansion
• Align goals with broader organizational objectives, such as profitability or market share growth
• Provide strategic financial guidance to the leadership team to support decision-making
• Assist with developing organizational budgets in collaboration with the CFO and department heads

Required Skills/Experience

• 1-3 years of accounting experience
• Excellent analytical, problem-solving, and organizational skills, and attention to detail
• Strong communication skills with the ability to present financial data to non-financial stakeholders.
• Proficiency in Excel and PowerPoint
• Knowledge of nonprofit regulatory requirements and compliance standards 
• Understanding of appropriate personal boundaries and professional ethics
• Ability to work a flexible schedule that may include evenings and weekends if necessary
• Self-motivating with excellent time management and accountability skills

Desired Attributes

• BA Degree in Accounting, Finance, or a related field; CPA or MBA
• Experience in accounts receivable management or contract billing within a nonprofit organization
• Experience with accounting software (e.g., QuickBooks, Sage Intacct) and financial reporting tools.
• Passion for what’s possible
• Clear sense of personal purpose
• Commitment to social justice
• Creative problem-solver
• Skilled communicator and motivator

Benefits

Benefits are offered to all regular employees who work at least 20 hours a week. Our benefits package includes health insurance, dental insurance, vision coverage, employer paid short term and long term disability, employer paid life insurance, health saving account (HSA) option, flexible spending account (FSA) option, retirement plan option with an employer match, paid time off and floating holidays, and numerous paid holidays.