Accounts Receivable & Contract Analyst
Posting Number: #1125
Position Title: Accounts Receivable & Contract Analyst
Closing Date: Until Filled
Location: Oakland, CA
The Public Health Institute (PHI) is an independent, nonprofit organization dedicated to promoting health, well-being, and quality of life for people throughout California, across the nation and around the world. As one of the largest and most comprehensive public health organizations in the nation, we are at the forefront of research and innovations to improve the efficacy of public health statewide, nationally, and internationally.
Reporting to the Accounting Manager, the Accounts Receivable and Contract Analyst is responsible for the contract setup, timely and accurate invoicing of funders and collection. The Financial Analyst II will assist the Accounts Receivable Manager in invoice analysis and preparation.
Essential Duties & Responsibilities
- Review funded grants and contracts as necessary to ensure that awards are properly invoiced.
- Coordinate and laisse with Bids and Proposal and Grants and contracts officers in contract set up process.
- Finalize contract set up in PeopleSoft.
- Review GAAP revenue classification.
- Responsible for preparing accurate and timely monthly milestone and cost reimbursement invoices to PHI funders.
- Work with funders to standardize monthly invoices in so much as possible.
- Responsible for prompt monthly drawdowns (including line-of-credit draws) in order to receive payment from our funders.
- Assist the Accounts Receivable Manager in invoice analysis and preparation.
- Prepare Federal Financial report for all Federal awards. Remain knowledgeable about current reporting requirements.
- Prepare adjusting journal entries as needed.
- Review monthly unbilled projects and report to the finance managers in timely fashion.
- Responsible for coding deposits to properly recognize revenue or apply to accounts receivable. Ensure transactions are processed accurately and timely.
- Reconcile the accounts receivable sub ledger to the trial balance on a monthly basis. Investigate and resolve any discrepancies.
- Maintain accounts receivable aging report. Monitor collections and take the lead on collection activities. Follow up with funders or within PHI when necessary to resolve issues of nonpayment.
- Responsible for the analysis of unbilled accounts receivable. Work with funders and within PHI to resolve issues that prevent invoicing to funders.
- Responsible for maintenance of online filing system.
- Provide accounting assistance, support and training to administrative and program staff.
- Identify workflow and process improvements and engage in implementation.
- As required, prepare audit work support schedules and assist during audit in functional areas.
- Perform other duties as assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
- At least four (4) years of experience in Accounting or Finance is required.
- Knowledge and experience with state and federal government requirements, including knowledge of OMB circular, grants administration and accounting (including direct and indirect cost allocation).
- Some experience with federal audit and compliance requirements for non-profits preferred.
- Strong analytic and problem solving skills. Excellent judgment and the ability to identify business issues and then to analyze, develop, and implement solutions.
- Thorough knowledge of financial policies, practices and systems.
- Experience in effectively communicating financial concepts to non-financial individuals.
- Broad understanding of general ledger account analysis.
- Excellent written, verbal and interpersonal communications. Ability to deal with broad and diverse constituencies with customer service orientation and skills. Demonstrated ability to communicate and interact effectively with others in all types of situations.
- Work independently with little supervision and manage multiple tasks simultaneously.
- Proficient in the use of Microsoft Office, with excellent skills in Excel. Microsoft Access skills are preferred.
- Familiar with Enterprise Resource Planning (ERP) software. PeopleSoft preferred.
- Bachelors in Accounting, Finance, Business or related field, or substitute with additional 4 years of related experience.
FAIR LABOR STANDARDS ACT (FLSA) STATUS
This position is classified as exempt based on the job duties. However, based on the FTE, salary level of the employee, or federal/state/local laws, the employee may be classified as nonexempt.
The Public Health Institute is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. To this end, the PHI will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics.
For further information regarding Equal Employment Opportunity, copy and paste the following URL into your web browser: http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf
The Public Health Institute is committed to providing access and reasonable accommodation in its services, programs, activities and employment for individuals with disabilities. To request disability accommodation in the application process, contact the Recruitment Team at least 48 hours in advance at Recruitment@phi.org.
To apply for any position, you must create an account on the Public Health Institute’s job application site. After creating your account, you may search the open positions and apply for the specific position that interests you. Please note, mailed and emailed applications will not be accepted.
We’re so pleased the Public Health Institute is an organization you would like to work with. Do you have questions about this opportunity? If so, email our recruitment team at Recruitment@phi.org.