Associate I, Billing and Data

Job Title:                                         Associate I, Data and Billing

Primary Work Location:           On-site in our Emeryville office 5 days a week

FLSA Classification:                   Exempt

Projected Salary Range:           $60,000- $90,000/year

Overview:  Association for Energy Affordability (AEA) is a rapidly growing nonprofit energy services and training organization dedicated to achieving energy efficiency in buildings to foster and maintain affordable and healthy housing and communities.  Energy consulting services are completed through AEA’s participation in a variety of federal, state, and local energy efficiency initiatives.  AEA is a New York based organization, with over 20 years of industry experience and has been operating a West Coast office since 2010.  For more information about AEA, see http://www.aea.us.org.

Position Summary:  AEA West is seeking a highly organized and detail-oriented Associate, Data and Billing to join our tight-knit, talented team of “Energy Geeks”. The Data and Billing Associate will be responsible for the day-to-day general tracking and processing of billing and expenses for the AEA West Coast Office. They are expected to be a highly collaborative individual who is comfortable working closely with team members and contributing to collective goals.

This role will be a part of the West Coast Operations team while working in close coordination with the fiscal team to ensure smooth financial processes. The Data and Billing Associate will provide administrative financial support to the Directors and Program Managers, with a strong focus on billing, organized data management, and timely communication. In this role, the Associate will also interface with clients and internal staff, helping to streamline reporting, maintain compliance, and support budgetary decision-making.

Responsibilities:

 The Associate, Data and Billing will:

• Process billing and invoicing for all AEA West programs, ensure adequate supporting

documentation and adhere to strict procedures and tight deadlines for submission to designated parties.

• Perform a variety of financial administrative tasks including data entry for expenses incurred and invoices to be sent to the clients, coordination with the finance department, and data maintenance related tasks.
• Perform accurate data entry and data management within the Salesforce platform, including report preparation for billing, budgeting, and program management.
• Coordinate with AEA’s accounting department in NYC for timely submission and clear communication related to vendor invoice/expense payment.
• Maintain organized vendor files, other expense documents and billing/income documents for tracking, reporting and auditing.
• Reconcile, on a periodic basis, Salesforce records with AEA’s accounting department in NYC.
• Assist in managing timesheet submissions.
• Act as the primary point of contact with clients on all billing and on vendor matters.
• Coordinate closely with the AEA West Salesforce data team to develop and adhere to data entry protocols and procedures.
• Provide general finance-related administrative assistance to office staff as necessary

These job responsibilities may be revised over time to ensure the functional responsiveness of the Associate, Data and Billing to AEA and Federal and California State program requirements.

Minimum Qualifications:

• Bachelor’s or Associate’s Degree from an accredited college, preferably in finance, economics, business administration or a related field
• 1 year of prior experience in related administrative or billing support role
• Salesforce experience (report generation, program data entry)
• Microsoft Office Skills (High proficiency in Excel)
• Strong organizational skills and attention to detail, with proven success working in team-oriented environments

Additional Desirable Qualifications:

• Proficiency in mathematical and accounting skills
• Exposure to state and federal grants and contracts
• Developing, organizing, and adhering to policies and procedures
• Strong work ethic with effective task and time management skills
• Excellent communication, problem solving, and critical thinking skills
• Ability to multitask and adapt in a fast-paced environment
• Experience with Sage Financial Solutions is a plus

Must be able to legally work in the country where this position is located without visa sponsorship, although we may consider employment should there be a need for visa sponsorship.

AEA requires a COVID-19 vaccination for all employees. Therefore, all new employees are required to present proof of vaccination status upon hire unless they qualify for a medical or religious exemption.

EEO Non-Discrimination and ADA Reasonable Accommodation Statement:

Applicants are considered for all positions without regard to race, color, creed, religion, age, national origin, alienage or citizenship status, gender, sexual orientation, gender identity, marital or partnership status, disability, military status, veteran status, or predisposing genetic characteristics. AEA does not discriminate on the basis of physical or mental disability where the essential functions of the job can be reasonably accommodated. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. For more information on the physical requirements of this position and/or if you need reasonable accommodation for any part of the application and hiring process, please notify the agency at 510-831-6817 Ext-6817.

We maintain an inclusive culture where everyone feels safe to contribute and help us innovate and encourage people from diverse backgrounds to apply to our roles

TO APPLY: Interested applicants must submit a cover letter and resume to be considered. In your cover letter, please share examples of AEA's past or current work that is most exciting to you and why?

You may find all our open positions at our Careers site here: https://aea.us.org/about/#careers

AEA offers excellent benefits, including medical/dental/vision, commuter plan, 401(k) w/matching contribution, generous PTO, educational assistance, hybrid work arrangement and many development opportunities.