Accounting Coordinator

The Accounting Coordinator supports the daily financial operations of Daybreak through hands-on processing of accounts payable, accounts receivable, grant billing, Medicaid revenue tracking, payroll support, and reconciliations. This position serves as the internal financial point person and works directly with external fiscal oversight partners, including CSH, to ensure timely, accurate, and compliant financial processes across all systems.

Duties & Responsibilities

Accounts Payable and Accounts Receivable

• Process accounts payable and accounts receivable transactions using Bill.com, including uploading invoices, coding, and routing for approval
• Ensure all invoices and payments are properly documented and supported within financial systems
• Track payments, outstanding invoices, and maintain accurate financial records
• Coordinate with staff to obtain necessary documentation and approvals

Petty Cash Management

• Maintain and manage petty cash in accordance with agency policies and internal controls
• Track all disbursements, collect receipts, and perform regular reconciliations
• Report discrepancies and coordinate replenishment with appropriate approvals

Grant Billing and Financial Systems

• Enter and track grant billings and reimbursement requests in systems including PMS, GOSH, LOCCS, and other required platforms
• Upload supporting documentation for grant draws in coordination with external and internal staff
• Maintain billing logs and organized grant files to support compliance and reporting
• Monitor billing timelines to ensure timely submission and reimbursement

Medicaid Billing and Revenue Tracking

• Track Medicaid billing activity to ensure services are billed accurately and timely
• Monitor unbilled services, denied claims, rejected claims, and payment delays
• Track claim status, including application status and follow-up needs
• Coordinate with program staff to resolve billing issues and improve reimbursement outcomes

Payroll Support

• Assist with payroll preparation by collecting, reviewing, and verifying timesheets and documentation
• Support payroll entry and verification to ensure accurate and timely processing
• Maintain confidentiality and organization of payroll records

Reconciliation and Financial Data

• Assist with reconciliation of private donations, Medicaid revenue, grant funding, and other financial activity
• Ensure entries in Sage and other systems are accurate and properly supported
• Identify discrepancies and communicate issues for resolution

Coordination with External Fiscal Oversight

• Serve as the primary internal point of contact for external financial partners, supporting communications
• Provide timely uploads, documentation, and financial data required for oversight and reporting
• Ensure financial activity is properly documented and aligned with compliance expectations

Administrative and Compliance Support

• Maintain organized financial records, trackers, and documentation across all funding sources
• Support audit preparation, monitoring reviews, and compliance requirements (including CARF standards)
• Assist in improving internal financial processes and workflows