SEIU UHW-West & Joint Employer Education Fund
Job Description
Job Title: Invoice and Billing Manager
Classification: Exempt
Location: California (Remote)
Department: Finance
Reports To: Chief Financial Officer
The Education Fund is a non-profit partnership between six locals of the Service Employees International Union (SEIU) and 22 Healthcare Industry employers, serving the education and training needs of 112,000 eligible workers. Our mission is to empower our diverse healthcare workforce to advance in a changing environment through innovative education and training solutions. Our program and budget doubled in scale over the last five years to provide career advancement and continuing education services to over 20,000 learners annually, and we are positioned for continued growth with new partners and funding.
Principal Purpose of Job:
The Invoice Manager will be responsible for oversight of all aspects of accounts payable process for multiple entities, accounting and reporting activities for the SEIU UHW West and Joint Employer Education Fund (“Ed Fund,” 501 c9) and the Shirley Ware Education Center (“SWEC,” 501 c3). The Invoice Manager will lead the program data specialist team in supporting the Education Fund, working with vendors and the program participants team, reporting to the Chief Financial Officer (CFO).
The Invoice Manager will manage a team of eight (8) and oversee all aspects of the accounts payable function for multiple entities, ensuring compliance with internal controls and accounting policies. This individual will provide guidance, training, and development to the Program Data Specialists team and foster an environment that encourages ideas within the group to improve efficiency, timeliness, and accuracy of various AP deliverables. Successful candidates must be comfortable working in a constantly evolving and dynamic environment while ensuring the timely, accurate processing of invoices and disbursements.
Level of Authority: Works within the scope and direction of the CFO in accordance with organizational policies and procedures. High level of interaction with Program and Finance staff, as well as periodic interaction with Ed Fund participants and vendors.
Accounting Leadership
- Lead and supervise a team of Program Data Specialist Team professionals, offering guidance, training, and support to ensure the timely and precise processing of invoices, payments, and reconciliations.
- Manage the team to prepare the payment of program vendor invoices and members.
- Maintain and develop accounting and financial management policies, procedures, and practices while ensuring that internal control policies remain current and effective.
- Maintain internal control and safeguard of data for learners, costs, program budgets, and actual expenditures utilized per program by learners.
- Develop and maintain strong relationships with vendors and resolve payment discrepancies promptly and professionally.
- Manage the accounts payable processes, including invoice verification, coding, and data entry, ensuring compliance with company policies and procedures.
- Drive continuous improvement and standardization in the procure-to-pay workstream by leading projects to implement automation and improve processes with the goal of achieving better productivity and efficiency.
- Manage the payment process, which includes scheduling payments, scrutinizing payment runs, and optimizing data reporting metrics.
- Generate reports and provide financial data and insights to management as needed to support decision-making.
- Prepare and analyze expense reports, meticulously track and report expenditures, and contribute to budget management efforts.
- Coordinate month-end and year-end closing activities related to accounts payable, including accruals, reconciliations, and journal entries.
- Ensure compliance with tax regulations, vendor agreements, and internal controls, proactively seeking process enhancements for increased efficiency and accuracy.
- Continuously assess and improve accounts payable processes and procedures. incorporating automation and technology solutions to streamline workflows.
- Undertake special projects and initiatives as assigned by the management team, collaborating with cross-functional teams to address specific financial challenges or opportunities.
- Develops, maintains, and reports key performance indicators and metrics related to Accounts Payable
- Manage the overall billing process of Kaiser Permanente (KP) Tuition Reimbursement. Prepare and review the annual employer KP, a full regional breakdown of the tuition fees, and book costs that were spent on each participant attending our training programs for reimbursement purposes to provide the annual invoice billing to the Kaiser Permanente, National Tuition Reimbursement Administration.
- Provide direct supervision to the Accounts Payable staff, encompassing hiring, training, development, ensuring the accurate completion of tasks, and managing performance. Additionally, review and approve department time records to ensure adherence to HR organization policies.
Team Leadership
- Leverage the strengths of the current team members, clarify roles and responsibilities, and develop and implement training programs to maximize and achieve optimal individual and organizational goals.
- Hold one-on-one meetings with the team to establish and uphold ethical standards and foster a positive organizational culture.
- Provide leadership in strengthening internal communications with staff at all levels throughout the organization; create and promote a positive and supportive work environment.
