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Accounts Receivable and Contracts Specialist 15904007

Washington, DC
Cordia is partnered with a well-established non-profit who is seeking an Accounts Receivable and Contracts Specialist to join their team on a remote basis. In this role, you will be responsible for managing account receivables and providing contracts administrative support for a highly complex and growing portfolio of Federal, state, and private grants, cooperative agreements, and contracts. This position reports to the Senior Grants & Contracts Manager and coordinates work directly with the client's business and finance team, Division Directors serving as Principal Investigators (PIs), Program Managers, Senior Leaders, and clients/funders.

Title: Accounts Receivable and Contracts Specialist
Location: Remote
Salary Range: $75K - $85K
Job Type: Direct Hire

Essential Functions/Responsibilities:
  • Receive, track, and review all existing and new contracts, grants, and cooperative agreements to determine invoicing and payment terms and establish invoicing schedule for each.
  • Prepare and submit invoices to clients based on the invoice and payment schedules for each specific contract and agreement.
  • Coordinate directly with the clients business and finance team, Division Directors serving as Principal Investigators (PIs), and Program Managers on the preparation for all billing.
  • Communicate with clients to request payment and arrange payment plans.
  • Collect payment from customers and coordinate with the finance unit to ensure it is classified accurately in the accounting system.
  • Update client accounts based on payment or contact information
  • Prepare all required documentation and submit payment requests and drawdowns for Federal grants, subgrants, and cooperative agreements.
  • Coordinate, track, and manage outbound contracts/subcontracts to vendors providing the client with services.
  • Review and negotiate with vendors on any contract language modifications for outbound contracts/subcontracts.
  • Provide records management support for all outbound contracts/subcontracts and associated documentation such as vendor proof of insurance, task orders, etc.
  • Coordinate with the client's business and finance team to on-board new vendors once contracts/subcontracts are fully executed.
  • Coordinate with the client's business and finance team on monthly financial reconciliations for all grants and contracts.
  • Prepare daily cash & credit card deposits.
  • Enter finalized cash receipts and update accounts receivable ledger.
  • Set up ACH and credit card recurring payments.
  • Coordinate and support clients requesting to pay by credit card to process payments.
  • Research and process charge backs, returns, and bad checks.
  • Answers accounts receivable phone and email inquiries .
  • Contact clients regarding outstanding balances and track outstanding Ars.
  • Reconcile revenue in general ledger with payment requests & invoices submitted.
  • Report to management A/R Aging, contract status and pipeline.
  • Performs other related duties as assigned or requested.
  • Minimum of a Bachelor's Degree in Business, Finance or related field, or equivalent combination of education and experience.
  • At least three (3) years in accounts receivable management and administration and contract/subcontract administration.
  • At least two (2) years experience providing financial administrative support for Federal and non-Federal grant, cooperative agreement, and contract management.
  • Basic knowledge of the Federal Acquisition Regulation, OMB Omni Circular, Code of Federal Regulations, Federal circulars, Federal grant and contract policies and procedures, Federal Acquisition Regulation (FAR) and other federal fiscal and acquisition management policies and procedures.
  • Strong knowledge and experience using Office365, SharePoint for information & records management, Microsoft Teams, Excel, and other technology tools essential to grants and contracts management.
  • Advanced skills with Microsoft Excel and records management using SharePoint.
  • Knowledge with sponsor forms and systems such as, FEMA (FEMA GO portal), USDA/USFS, DHS/FEMA contracts, and other related grant and contract administration platforms and processes.
Other Qualifications
  • Strong oral and written communication skills; attention to detail; emotional maturity and sound professional judgment; analytical problem solving ability; and ability to provide high quality service in a timely manner is required.
  • Proven ability to lead teams as well as to be a team member when appropriate, work effectively in a team environment.
  • Proven ability to take initiative and work independently, consulting with appropriate parties as needed.
  • Proven ability to work effectively, prioritize and be flexible in a high-paced, high-volume professional environment; and to conclude negotiations and execute awards in a timely and measurable manner.
  • Fluency in internal and external systems that support program administration; interest in using technology and data/metrics to work more efficiently and intelligently.
  • Understanding of key performance indicators in sponsored programs offices and comfort level with data, reporting and metrics.
  • Willingness to work the hours necessary to accomplish the job.
  • High degree of personal integrity and ethics with uncompromising standards.

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