Invoicing Specialist

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. 

Location: Flexible: ACE Office or Remote Options Available

Department/Division: Finance and Technology

Status: Regular Full-Time (Exempt)

Reports To: Assistant Director, Finance (ADF)

Start Date: Open until filled 

Position Summary:

The Invoicing Specialist plays a crucial role in supporting the finance team at American Conservation Experience (ACE) by handling a diverse range of financial invoicing responsibilities aimed at safeguarding the organization’s revenue. Collaborating closely with Department/Program managers and other essential members of the Finance Team, this role is responsible for creating, reviewing, generating, submitting, and monitoring invoices related to various federal grants and partner payments.  

Essential Duties and Responsibilities:

• Responsible for the creation of invoices including advance payment and reimbursement invoices to ensure compliance with existing organizational contracts and agreements.
• Calculates costs for services, and reimbursable expenses. Verifies accuracy of invoicing data, correcting any errors.
• Mails, emails, or otherwise submits, on a timely basis, invoices to various partners for payment.
• Performs account reconciliations to ensure that revenue is complete and accurately posted to the general ledger.
• Conducts partner (customer) account reconciliations to identify and resolve any errors or address partner concerns.
• Collaborates with both external and internal partners (including Division Directors, and Finance staff) to verify that partner (customer) information is current and accurate.
• Monitors contracts and revenue to guarantee correct revenue recognition and precise contract totals, thereby avoiding overbilling or underbilling.
• Efficiently collaborate with the Accounts Receivable/Collections Administrator to complete invoices for timely ASAP.gov drawdowns.
• Foster communication and collaboration with Division staff, addressing edits and non-standard invoice requirements.
• Work with the Invoicing and Reporting Compliance Specialist to collaborate with the ACE Technology Team on financial and compliance technology-related enhancements and improvements.
• Ensure data accuracy and consistency and assists with streamlining billing processes, adhering to GAAP and COSO internal control.
• Foster a culture and environment that positions ACE for success and ensures that ACE is the program of choice for partners, members and staff.
• Performs other related duties, as assigned.

Required Experience and Qualifications:

• Minimum Associates degree in accounting, business, finance or related discipline preferred, and candidates with 1-2 years of pertinent work experience are encouraged to apply. Alternatively, an equivalent combination of education, training, and experience will be considered.
• Demonstrated ability to proactively take initiative, work autonomously, and actively engage in team collaborations.
• Possession of sharp analytical, organizational, and problem-solving aptitude.
• Strong interpersonal and communication skills, both written and verbal.
• Proven experience in effectively conveying essential data.
• Familiarity with and previous use of database systems.
• Basic understanding of NetSuite, intermediate proficiency in MS Excel and MS Word; familiarity with Google Docs, Google Drive, and Google Sheets.
• Proficiency in utilizing various software applications, showcasing strong computer competency.
• 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 and team environment.
• 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.
• Demonstrate sensitivity, understanding and an ability to effectively engage individuals (internal and external) from diverse cultural, socioeconomic, ability and ethnic backgrounds.
• Commitment to ACE’s mission of public service through youth development and volunteerism.
• 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.
• 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 Environment and Working Conditions 

• Physical Demands: Requires frequent sitting, standing, walking, 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. Required to stoop, kneel, climb stairs, and/or crouch.
• Vision Requirements: Requires close, distance, peripheral and depth perception vision as well as the ability to focus.
• Weight Lifted or Force Exerted: Frequently moves up to 10 lbs., occasionally moves up to 25 pounds.
• 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 may require domestic travel.

Compensation:  Starting annualized salary range of $43,888 – $45,000 (40 hours/week for 52-weeks), 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 2% 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.