Accounts Receivable Assistant

About WestEd

As a community of over 1,400 researchers, practitioners, consultants, and administrative professionals from all backgrounds and life experiences, we are committed to making a qualitative difference in the lives of youth, children, and adults. We conduct and apply research, develop evidence-based solutions, and provide consulting services across the country in both rural and urban communities to improve equitable outcomes for individuals from infancy through adulthood. Serving as trusted partners in the areas of education, health, and justice, our teams enhance capacity within communities and school districts to prioritize impact - asking the right questions, customizing methodologies, developing relevant tools, and implementing best practices specific to a diverse range of stakeholder needs.

WestEd supports individual initiative, excellence, and hard work of all individuals in our hiring and work practices. WestEd complies with all applicable federal and state anti-discrimination laws, as well as OFCCP requirements. All qualified applicants will receive consideration for employment without regard to disability, or status as a protected veteran.

SPECIAL NOTICE REGARDING THE WORK LOCATION OF THIS POSITION-Although WestEd provides the option of working at one of its facilities for employees, many roles allow employees to choose to work remotely for their own convenience. The decision to allow remote work at the employee's convenience is based on the requirements of the position or project in question.

Position Overview:

WestEd is seeking a detailed-oriented and highly organized Accounts Receivable Assistant I. Under the direct supervision of the Accounts Receivable Manager and Team Lead, this person will support the billing and collections process across a variety of contract types, including Fixed Price, Cost Reimbursement, and Time & Materials. This role requires collaboration with staff across the agency to ensure timely, accurate billing and while providing exceptional customer service to both internal and external stakeholders.

Responsibilities:

• Prepare and review invoices for Fixed Price contracts, purchase orders, sales orders across WestEd's programs, and tenant rent.
• Generate and reconcile monthly invoices for Cost Reimbursements and Time & Materials contracts.
• Reconcile billed amounts to actual expenses using project cost reports for assigned projects/accounts.
• Coordinate with Project Directors for invoice approval and gather deliverables and progress reports required for billing per the contract.
• Accurately enter and apply daily cash receipts to projects and general ledger accounts.
• Monitor aging reports and conduct weekly collection to follow up of outstanding invoices.
• Retrieve, compile and review travel backup documentation from Concur for invoicing purposes.
• Assist with month-end and year-end closing tasks.
• Maintain digital contract folders, including contracts, amendments, and email correspondence.
• Respond promptly to billing inquiries from internal team members and external funders.
• Set up and maintain vendor/client portals, respond to funder requests for online invoice submissions.
• Assist in TDX helping with ticket requests.
• Perform other duties as assigned.

Qualifications:

• Bachelor's degree in Business Administration or a related field preferred.
• 1-2 years of experience in billing or accounts receivable, ideally in a non-profit or government contracting environment.
• Proficiency in Microsoft Excel (including VLOOKUP and pivot tables), MS Word, Smartsheet, and internet-based tools.
• Effective written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Customer service mindset and proactive approach to problem-solving.
• Ability to take a proactive approach to problem-solving; looking for outside the box and creative ideas to offer solutions and process improvements.

*Note: Visa sponsorship is not available for this position. Successful candidates must be authorized to work in the United States. WestEd conducts a criminal background check and education verification for all new hires. Any offers of employment will be contingent on receiving a clear background check in accordance with applicable law.

SALARY AND BENEFITS:
The full salary range for this position, WestEd level (6), is $59,400 to $92,900, but WestEd does not typically hire at or near the top of the salary range. The typical hiring range for this role is $59,400 to $74,300. The actual offer considers multiple factors, including but not limited to education, experience, internal equity, and other organizational needs.

In addition to the base salary, benefits include:

* 15% contribution toward retirement effective day 1 of employment
* Pre-tax Flexible Spending Accounts
* All health/welfare benefits are effective the first of the month following the hire date
* PTO: 3 weeks' vacation (increases to 4 weeks beginning the 4th year of employment), paid holidays, and 12 days paid sick leave per year
* Life Insurance: value of 3x gross salary
* Opportunities for annual merit-based performance increases + annual incentives
* Professional development opportunities & mentorship program

For more details about our benefits, go to: https://www.wested.org/work-at-wested/#benefits
WestEd is a Drug Free Employer and maintains a drug-free workplace. #LI-DNI #Circa-DNI

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)