Accounts Receivable Specialist Hybrid/Remote

Hybrid/Remote

Occasionally in-office meeting

Position Summary

Branch Services is seeking a detail-oriented and organized Accounts Receivable (A/R) Specialist to support the Finance Department in managing participant billing, invoicing, payment tracking, and receivable reconciliation. The A/R Specialist will play a key role in ensuring timely billing to Financial Management Services (FMS), accurate tracking of outstanding balances, and maintaining clean receivable records.

This role will work closely with the Finance Manager and Program Operations team to ensure service documentation, invoices, and payment records are accurate and submitted in accordance with the CA Department of Developmental Services Self-Determination Program (SDP) and FMS billing requirements.

The position reports directly to the Finance Manager and supports the broader accounting team in maintaining accurate financial information, revenue recognition, and accounts receivable reporting.

Key Responsibilities – Billing & Invoice Management

• Prepare and generate participant invoices based on approved schedules, service logs, and program documentation.
• Maintain and track spending plan budget
• Review invoices for accuracy prior to submission to FMS and other funding sources.
• Coordinate with program staff to ensure service hours and billing units match authorized spending plans.
• Maintain organized records of invoices, approvals, and billing documentation.
• Communicate with parents answering all questions/concerns regarding to invoices
• Communicate with FMS regarding to outstanding invoices
• Assist with other accounting functions

Accounts Receivable Management

• Monitor all outstanding receivables and maintain the A/R aging report.
• Track invoice status including submitted, approved, pending, and paid invoices.
• Communicate with parent/coordinator to sign and forward invoices
• Communicate and follow up with FMS providers about invoices and payment.
• Investigate and resolve rejected or disputed invoices.

Payment Processing & Reconciliation

• Record incoming payments and apply deposits to the correct invoices in the accounting system.
• Reconcile receivable balances and investigate discrepancies.
• Maintain accurate payment records including payment dates and approved payment amounts from FMS.

Revenue & Accrual Support

• Assist the accounting team in preparing monthly revenue accruals based on submitted but unpaid invoices.
• Maintain records supporting revenue recognition.
• Assist with month-end reconciliation of receivable balances.

Reporting

• Prepare periodic A/R aging and collections reports for the Finance Manager.
• Identify delayed payments, rejected invoices, and underutilized spending plans.
• Provide insights to help management maximize approved participant budgets.
• Monthly DSO Report

Compliance & Documentation

• Ensure invoices meet SDP and FMS documentation requirements.
• Maintain organized records of service logs, approvals, and billing support.
• Assist with audit preparation related to revenue and receivables.

Qualifications

• Education: Associate’s or Bachelor’s degree in Accounting, Finance, or Business Administration preferred.
• Experience: 2+ years of Accounts Receivable, billing, or accounting support experience.
• Experience working with nonprofit organizations or healthcare / social service billing is preferred.
• Familiarity with QuickBooks Online

Skills & Competencies

• Strong attention to detail and accuracy.
• Ability to manage multiple invoices and deadlines.
• Strong organizational and documentation skills.
• Proficiency with Excel or Google Sheets.
• Strong communication skills for coordination with internal teams and external payors.
• Ability to identify discrepancies and resolve billing issues.

Work Environment

This position works closely with both the Finance and Program Operations teams to ensure billing processes align with service delivery and participant budgets.

Reporting Structure

• Reports to: Finance Manager
• Work/Communicate closely with:
  • Program Coordinators/Directors
  • Administrative Staff
  • CFO / Accounting Leadership

Key Performance Indicators (KPIs)

• Timeliness of invoice submission.
• Reduction in aging receivables.
• Accuracy of invoice preparation.
• Resolution of rejected invoices.
• Accuracy of payment application.

Goal of the Role

The primary objective of this position is to ensure accurate, timely billing and receivable management, allowing Branch Services to maintain strong cash flow while maximizing approved participant funding.

• Hybrid/Remote
  • Mostly Remote, In office meeting as needed
• Health Benefits
• Vision/Dental
• PTO/Sick
• 403 (b)