Accounts Receivable and Collections Administrator

American Conservation Experience (ACE) is a dynamic non-profit organization dedicated to providing rewarding service opportunities to over 1,500 members (youth and young adults) each year, and does so with a skilled staff of approximately 150 employees across the U.S. ACE has a national reputation for providing professional development opportunities on a variety of conservation projects for the U.S. Forest Service, Bureau of Land Management, National Park Service, U.S. Fish and Wildlife Service, and numerous state and local land management partners, either with crew based work or with individually placed interns.

Job Title: Accounts Receivable and Collections Administrator

Location: This is a primarily remote-based position. Candidate must reside in the metropolitan area of Salt Lake City, Utah in order to visit the ACE Salt Lake Operations Office to collect the organization's accounts receivable mail.

Department/Division: Finance and Technology

Status: Regular Full-Time, Salaried (Exempt)

Reports To: Controller

Schedule/Hours: Full-time, 40 hours/week (Monday - Friday, flexible; typical ACE core business hours are 12:00 pm - 5:00 pm Eastern time) with some adjustment expected to accommodate specific projects and program needs. Some evening and weekend hours may be occasionally required.

Travel: Weekly local travel required to pick up mail at the office in Salt Lake City, Utah (1-2 times/week).

Start Date: July 2023

Position Summary:

Reporting to the Controller, this position serves as the Accounts Receivable & Collections Administrator for the organization, and has responsibility for performing various accounting duties pertaining to ACE's accounts receivable functions. These functions include monitoring processing of invoices and revenue, regular reconciliation of revenues and payments, ensuring timely collection of payments, and assisting with agreements/contracts compliance. This position will work closely with the Finance team, Leadership team, and Program staff in a full range of accounts receivable and agreement management & compliance duties.

Essential Duties and Responsibilities:

• Monitors Accounts Receivable invoice entry including monitoring and tracking invoices and revenue.
• Submits invoices to various partners for drawdown or payment.
• Responsible for managing Accounts Receivable payments including completing, posting and reconciling ASAP draws, wire transfers, ACHs and paper check deposits, and applying them to invoices.
• Performs various account reconciliations at month/quarter/fiscal year end including the reconciliation of receivables to the subledger and the reconciliation of customer prepayments (deposits).
• Performs Accounts Receivable collection procedures to ensure timely receipt of payments.
• Performs weekly/monthly/quarterly updates and reconciliation of revenues and payments between accounting system (NetSuite) and bank data and records all deposits.
• Updates weekly cash flow projection based on ASAP draws and anticipated collections.
• Completes weekly updates to receivable aging reports including documentation of collection efforts and coordinates with ACE staff and departments to ensure collection of payments.
• Ensures compliance for ACE's annual external A-133 audit; provides supporting schedules and documents.
• Delivers timely and accurate Accounts Receivable reporting to management.
• Assists with researching, drafting documents, contracts and agreements, as well as document, contract and agreement maintenance.
• Assists with managing ACE's compliance with federal, state, and local regulations, including but not limited to Form 990, business licenses, corporate compliance reporting and 2 CFR 200 compliance management.
• Assists with creating and maintaining contract and agreement budget templates.
• Assists with maintaining various systems and databases, including SAM.gov, Login.gov, Grants Solutions, DocuSign, and NetSuite.
• Maintains up to date documentation of Accounts Receivable policies and procedures.
• Ensures data accuracy and consistency and assists with streamlining accounts receivable processes, adhering to GAAP and COSO internal control.
• Performs periodic internal accounts receivable and compliance audits.
• Assists Controller and CFO as needed with accurate & timely reporting.

General:

• Adheres to ACE safety policies and procedures. Reports any unsafe or harmful conditions, incidents and/or accidents immediately.
• Foster a culture and environment that positions ACE for success and ensures that ACE is the program of choice for partners, members and staff.
• Responsibilities and tasks outlined are not exhaustive and may change as determined by ACE.

Required Experience and Qualifications:

• 3 years of experience in finance or related area; or related experience and/or training; or equivalent combination of education and experience.
• Associates degree, Bachelor's degree preferred.
• Basic understanding of NetSuite, intermediate proficiency in MS Excel and MS Word; familiarity with Google Docs, Google Drive, and Google Sheets.
• Excellent organizational skills and attention to detail.
• Professional verbal and written communications including email etiquette.
• Proficient with composing documents as well as editing for accuracy, grammar and format.
• Basic math knowledge and accurate data entry.
• Ability to manage and coordinate multiple, diverse responsibilities and deadlines.
• Maintain effective working relationships with administrative staff, upper management and field supervisors.
• Ability to work independently and be a positive, contributing member of a team.
• Ability to understand and carry out oral and written instructions as well as follow ACE systems and processes.
• Open to learning new processes and ability to adapt to changing circumstances.
• The ability to carry out assigned work independently or with minimal supervision.
• Ability to work in a remote administrative environment.
• A positive, constructive work attitude, conducive to team dynamics.
• Possess a strong work ethic as well as ability to manage and balance multiple projects and priorities.
• Maintain timely, effective communication with ACE staff.
• Maintain timely and accurate updates to accounting system.
• Enjoys working in a small team dynamic environment.
• Ability to maintain confidential information.
• Commitment to ACE's mission of public service through youth development and volunteerism.
• Ability to receive and provide constructive feedback.
• Ability to prepare and maintain records and reports.
• Ability to understand and carry out oral and written instructions.
• A deep and continuing interest in the welfare and professional development of ACE participants.
• Ability to perform the essential duties of the position with or without reasonable accommodations.

Other Requirements:

• Must be authorized to work in the U.S.
• Valid driver's license and an insurable driving record.
• Proficient in English.
• Ability to pass a federal criminal background check.
• Willing to abide by ACE Policy and Federal Drug Free workplace policies and laws. ACE reserves the right to drug test at any time.

Physical Demands, Work Environmental and Working Conditions:

• Physical Demands: Requires frequent computer use (sitting, standing) using hands to handle or feel, reaching with hands and arms, talks and hears. Manual dexterity required for use of computer keyboard/mouse and other office equipment. May occasionally required to stoop, kneel, climb stairs, and/or crouch (all physical demands are required with or without reasonable accommodations).
• Vision Requirements: Requires close, distance, peripheral and depth perception vision as well as the ability to focus. crouch (all vision requirements are with or without reasonable accommodations).
• Weight Lifted or Force Exerted: Frequently moves up to 10 lbs., may occasionally moves up to 25 lbs.
• Environmental: Mainly indoor, office environment conditions; indoor air quality is good and temperature is controlled.
• Noise Environment: Moderate noise such as in a business office with equipment and light traffic.
• Travel: This position requires local travel up less than 10%.

Compensation: Annualized salary range of $45,000-$70,000 (assuming 40 hours/week 52 weeks/year), depending on experience.

Medical/Health Benefits: ACE offers competitive medical and ancillary plans (health, mental health, dental, vision and other supplemental benefits). ACE Staff members are also eligible to participate in ACE's 403b retirement plan with a 1% employer contribution.

Holidays, Vacation, and Sick Time: As an ACE staff member, you will be eligible to accrue up to 80 hours of paid vacation time annually during your first two years of continuous employment, then it increases to 120 hours annually. ACE observes 13 paid annual holidays (floating holiday flexibility). ACE provides 10 days (or 80 hours) of paid sick time annually.

Additional Benefits: Outdoor Perks - As an ACE staff member, you will be eligible to receive pro deals which include deep discounts on outdoor gear providing 30 - 50% off retail prices on 100's of established outdoor gear brands.

Phone Provided or Reimbursement Option: You have the option to select one of the following options: ACE work phone device/number provided or monthly phone reimbursement for personal device/number use.

To Apply: Please submit a resume, one-page cover letter and contact for three professional/academic references to the application link. Qualified applicants will be contacted by email to arrange an interview. Applicants must follow all application instructions in order to be considered for this opportunity. This position may close at any time.

ACE values an inclusive workforce - if you meet at least 70 percent of the qualifications, we want to hear from you!

American Conservation Experience provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, American Conservation Experience complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities.

Learn more about ACE on our WEBSITE or check out our INSTAGRAM!

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