Billing Specialist

Mission Statement

Through the use of social and restorative justice principles, Five Keys provides traditionally underserved communities the opportunity to improve their lives through a focus on the Five Keys: EDUCATION, EMPLOYMENT, RECOVERY, FAMILY, COMMUNITY.

Five Keys Overview

Five Keys was founded in 2003 by the San Francisco Sheriff’s Department as the first accredited charter high school in the nation to provide diploma programs for adults in county jails. Today we are a much different social justice non-profit agency that has expanded its charter schools into 9 counties, in 24 jail locations and over 80 community learning centers. In addition to our schools, now we also run multiple homeless shelters, employment programs, programs for the unsheltered, reentry programs and housing for women suffering from immense injustice. 

Our Core Competencies

A well qualified candidate has the capacity to communicate effectively, collaborate with others while building positive relationships, demonstrates strong problem solving skills, has a dynamic learning mindset, and remains committed to a high level of cultural and social awareness. A successful candidate will work well under pressure, observe appropriate boundaries and operate with a high degree of emotional intelligence.

BENEFITS

We offer very low monthly costs for medical, dental, and vision insurance, along with generous time off! Various pre-tax flexible spending accounts and retirement account 403(b) are available. We provide annual reimbursements up to $100 towards gym membership, smoking cessation, and weight loss programs. Annual athletic event participation and annual massages are reimbursed up to $50. Other Company-paid benefits, including free wellness-related apps, an Employee Assistance Program, and a comprehensive mental health care platform, are available to you and your dependents.

JOB SUMMARY

The Billing Specialist will collaborate with a variety of leaders and departments throughout the agency to ensure expenses are correctly submitted/tracked against the correct grant, within budget and invoices are generated timely so Five Keys is reimbursed. This work is critical to ensuring we receive all of the funding offered in each grant by ensuring our billing is accurate. The Billing Specialist is also accountable for collaborating with program managers and grant writers to build grant-specific budgets and maintain accurate budget-to-actual tracking. They will complete associated administrative duties, generate reports, complete data analysis and provide a broad amount of communication to all stakeholders. This role must maintain positive working relationships with employees and leaders throughout the agency, our grants and development department, finance team, partners and grantors. 

Our Billing Specialist can work remotely but must live in either the Bay Area or Los Angeles Metro area and have the ability to attend on-site meetings when requested. 

If this is the right job for you, you are extremely - over the top - detail oriented, with a strong working knowledge of Google Workspace (Forms, Sheets, Drive) and an ability to quickly learn our financial systems and processes. Your positive attitude is obvious to others and you are comfortable working with anyone, regardless of their position in the organization, role or background. You’ve got great energy and you’re willing to work hard and go the extra mile to take care of our employees and the business.  In addition, you will contribute to our appreciation of diversity and foster a climate of multicultural understanding.

JOB DUTIES AND RESPONSIBILITIES

• Responsible for all aspects of assigned billing and must ensure timely submission 
• Process manual billing for each assigned grant
  • Verify payroll expenses are correctly allocated for each grant
  • Ensure all personal expenses from staff are uploaded accurately each week into our expense management system and allocated to the correct grant
  • Ensure all agency credit card expenses for grants are uploaded and correctly allocated
  • Collaborate with Accounts Payable Manager to ensure all invoices are uploaded accurately and/or enter invoices into our tracking system
  • Generate the bill/invoice for each grant and submit it to the grantor by the required deadlines
• Prepare monthly updates for management reports of the status of billing and payment receipts 
• Collaborate with finance team and Assistant Director of Finance to ensure expense tracking tools and budget-to-actual tools are perfectly aligned with grantor requirements
• Collaborate with the finance team to create annual budgets for each assigned grant 
• Keep records of projected funds vs actuals funds and work with the leadership team when errors or concerns arise
• Maintain documentation files and include detailed notes where necessary
• Understand financial requirements of assigned contracts, and ensure functions are completed in accordance with guidelines, including which expenses are eligible to be billed, and which are ineligible
• Ensure there is no overbilling of our grantors
• Coordinate coding of expenditures related to expenses using Quickbooks Online, Bill.com, Concur, Procurify and Ramp platforms. 
• Collaborate with the Accounts Payable Manager and finance team to work with our accounting consultants on invoice coding, invoice submissions, payment requests, etc
• Develop and manage effective working relationships with all stakeholders (grantors, leadership team, finance team, grants and development team, etc)
• Assist with collections of aged receivables
• Other duties as assigned

KNOWLEDGE AND SKILLS

• Ability to effectively and efficiently work from home, with high levels of self-accountability
• Advanced proficiency in Zoom, Microsoft Office, Gmail and Google Forms/Drives/Docs/Sheets
• Experience in using spreadsheets for creating formulas, building pivot tables, and generating visual reports. Responsibilities may also include importing and exporting data between systems.
• Able to maintain strict confidentiality and take all precautions when handling sensitive information

EDUCATION AND WORK EXPERIENCE

• BA/BS in Accounting, Finance, Economics or relevant field
• Minimum 2 years of strong administrative experience as Billing Specialist, Financial Analyst, Project Manager, or other equivalent combination of education and experience
• Familiarity with departments and agencies within the City and County of San Francisco and/or Alameda County is highly desirable.
• Customer service experience is required

PHYSICAL REQUIREMENTS  

• Must wear provided PPE (Personal Protective Equipment) and adhere to all safety guidelines and requirements, when needed
• Frequent talking and hearing conversations
• Long periods of walking, sitting at a desk and/or computer station
• Lifting items that weigh up to 25 lbs.; reaching, bending, carrying and stooping within the daily routine of tasks and activities

ADDITIONAL REQUIREMENTS

This position is contingent upon 

• Satisfactory result of a Live Scan (criminal background investigation)

WORK ENVIRONMENT  

• Moderate to high noise level
• Work environment varies from site to site
• Remote position, but must live in the Bay Area or Los Angeles and be willing to attend in-person meetings as needed 
• Must be willing and able to travel state-wide to various locations or meetings if needed 

GROWTH OPPORTUNITIES

At Five Keys, we understand that when our employees grow, the agency has a greater capacity to thrive and accomplish its mission. It is for this reason that we remain committed to providing ongoing professional development opportunities for all of our employees. These include but are not limited to: conferences, staff development training, and coaching plans that allow incumbents to grow into new positions within and across programs within the agency-wide (i.e., charter schools, housing services, programs, transitional employment, nonprofit administration, etc).