Accounts Receivable Coordinator

THE SALVATION ARMY

NORTH & CENTRAL ILLINOIS DIVISION

POSITION DESCRIPTION

POSITION TITLE: Accounts Receivable Coordinator

LOCATION/DEPT: Finance Department

REPORTS TO (TITLE): Accounting Manager - Accounts Payable/Accounts Receivable

PEOPLE MANAGER: No

FLSA CATEGORY: Full Time, Non-Exempt

PAY GRADE: 405

PAY RATE: $ 21.81- $26.17

WHO WE ARE

At The Salvation Army, we are dedicated to "Doing the Most Good". We are made up of thousands of officers, soldiers, staff, volunteers, donors, and partners working together to holistically meet the physical, emotional, and spiritual needs of our most vulnerable neighbors. We do this through programs designed to combat homelessness and hunger, provide safe spaces for youth after school and on the weekends achieve and maintain sobriety, and give hope to the hopeless. The Salvation Army North and Central Illinois Division provides these services to people in need.

JOB SUMMARY

The Accounts Receivable Coordinator is responsible for managing and coordinating all aspects of the accounts receivable function for The Salvation Army NCI Division. This position ensures timely and accurate invoicing, collection, recording, and reconciliation of revenue transactions. The Accounts Receivable Coordinator works closely with program, development, and finance staff to maintain the integrity of receivable balances, ensure compliance with grant and contract terms, and support accurate financial reporting across entities and funds.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Accounts Receivable Management

• Prepare, review, and issue invoices for grants, contracts, and program services across multiple entities and funds.
• Record and apply all incoming payments (cash, checks, ACH, credit, online donations) to the appropriate accounts, programs, and entities.
• Maintain the AR subledger and reconcile it regularly to the general ledger to ensure accuracy.
• Monitor receivable balances and aging reports; proactively follow up on overdue accounts.
• Deposit all cash and checks received on a timely basis.
• Ensure accurate revenue coding to appropriate funds, cost centers, and programs based on organizational and funder guidelines.
• Process credit card transactions as authorized by donors.
• Initiate ACH transfers with supporting documentation on a timely basis.

Revenue Coordination and Reporting

• Coordinate with Advancement, Program and Finance departments to verify billing date, deliverables, and grant milestones before invoicing.
• Assist with month-end and year-end closing activities, including AR reconciliations and deferred revenue analysis.
• Support grant and contract revenue recognition in accordance with the Salvation Army, GAAP and nonprofit accounting standards.
• Prepare regular AR aging, collection, and revenue reports for management and program leadership.

Systems and Documentation

• Utilize and maintain date accuracy within the organization's Acumatica accounting software.
• Set up and maintain customer, grant, and funder profiles within accounting system.
• Ensure documentation for all receivable transactions is complete, accurate, and audit-ready.
• Assist in the implementation and refinement of AR-related processes and internal controls.

Collaboration and Communication

• Serve as a primary point of contact for receivable inquiries from funders, customer, and internal staff.
• Collaborate with the Finance and Advancement teams to support the reconciliation of donation and grant receivables with donor databases (e.g., Salesforce, Raiser's Edge).
• Communicate proactively with funders, partners, and vendors to ensure accurate and timely payments.
• Provide support during annual audits by preparing requested schedules and documentation related to receivables and revenue.

Reporting Relationships

This position reports to the Accounting Manager - Account Payable / Accounts Receivable.

In contracts related to this position's duties, this individual acts as representative for The Salvation Army and its mission.

Performance Measurement

This individual will be evaluated on how effectively the outcomes of this position are achieved as well as the timeliness, accuracy and completeness of accomplishing assigned goals will be reviewed. An evaluation of how effectively staff responds to the services being provided will also be done.

Education/Experience

• Associate's degree in Accounting, Finance, or related field required; Bachelor's degree a plus.
• Minimum of 3 years of experience in accounts receivable or accounting support, preferably in a nonprofit or multi-entity environment.
• Experience with grant billing, contact invoicing, and restricted/ unrestricted funs accounting preferred.

Competencies:

• Willing to promote the mission of The Salvation Army.
• A communication style that exhibits the principles and values of the Army as well fosters team relationships and effectively communicates information.
• Excellent analytical, problem-solving, and organizational skills.
• High attention to detail and accuracy, procedures, and policies.
• Strong interpersonal and communication skills, with ability to collaborate across department.
• Proficiency in Excel and other Microsoft Office or Google Workspace tools.
• Ability to manage high transaction volume across multiple funding sources and entities.
• Strong interpersonal and communication skills, with ability to collaborate across departments.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• The ability to address multiple projects in a time sensitive manner.
• The ability to review or proof one's work accurately.
• Ability to meet month and year-end closing deadlines in a timely and accurate manner.
• An ability to organize departmental records in a manner so that they can be easily retrieved including a paperless environment.
• A "hands-on" knowledge of how to effectively work with diversity in workplace
• Maintain positive work atmosphere by behaving and communicating in a manner that fosters and maintains positive relationships with co-workers and supervisors. This would include but not be limited to such actions: resolution of conflicts in a positive manner; courteous treatment of staff, clients and visitors; respect of others' property and person, professional and appropriate communication to and about co-workers, supervisors and subordinates. Support the Mission of The Salvation Army by treating every donor, contact and colleague with respect and dignity, and without discrimination of any kind.

THE SALVATION ARMY MISSION STATEMENT

The Salvation Army, an international movement, is an evangelical part of the universal Christian church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.