Divisional Lead Billing Specialist - 11-001 - SC/ Southern CA DHQ - Social Services

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.

Position Summary

The Lead Divisional Billing Specialist will work closely with the Divisional Social Services Director on the supervision of contractual, billing and general business tasks that relate to government and non-government contracts under the Division. The Lead Billing Specialist supervises the billing team within the Divisional Social Services Department and is responsible for guiding and supporting billing operations across all field sites. This role ensures timely, accurate billing and budget alignment for government and non-government contracts. The Lead Billing Specialist partners closely with the Social Services Divisional Directors, Divisional Finance Leadership, Divisional Grants Coordinator, and Divisional Social Services Director to provide executive-level summaries, identify and resolve billing or budget concerns, and support strategic program planning and financial pacing.

Essential Functions

• Supervise divisional billing team members and mentor billing specialists across the division.
• Monitor completion of the billings for all government and non-government contracts under the Social Services Department.
• Report to the Divisional Social Services Director and Divisional Program Leadership all failures of billing process and assist field units with getting back on track. This includes identifying and proactively flagging billing or budget concerns; developing and implementing action plans.
• Guide and support the billing team to ensure all supporting documentation is gathered and submitted with invoices.
• Collaborate with leadership to deliver executive summaries on billing status and budget health on a monthly basis. This includes helping integrate billing and financial data to support program planning and decision-making.
• On an as needed basis, step in and conduct billings for field units unable to perform.
• Gather all supporting documentation to submit to grantors along with the billings.
• Support budget preparation and revisions for grants and proposals.
• Complete and submit Veteran Affairs billing invoices into the Tungsten billing portal on a monthly basis.
• Cross train and assist in pertaining areas including but not limited to: contracts review submissions and uploading executed contracts into TSAMM.
• Maintain electronic files and if required paper files of all government and non-government contracts requiring billing.
• Prepare the grant binders along with its supporting documentation.
• Use accounting systems (i.e.. Shelby, Vivid Reports) and Excel tools to analyze and report on billing data.
• Provide training, guidance, and performance feedback to ensure billing accuracy and compliance.
• Perform other duties as assigned.

Working Conditions

Ability to walk, stand, bend, kneel, and twist on an intermittent or sometimes continuous basis. Ability to grasp, push, pull objects such as files, file cabinet drawers, boxes, and reach overhead. Ability to operate computers/printers, fax, scanners, photocopiers and telephone. Ability to lift up to 25lbs. Some travel as needed.

Minimum Qualifications

• Must have a Bachelor's degree in Business or Accounting or a related field, with at least three through four years of billing, finance/accounting, and administrative support experience.
• At least has moderate experience with accounting systems (VIVID Reports and Shelby), Adobe Acrobat and Microsoft Office applications, mainly Excel. Ability to use Formulas, create Pivot Tables and VLOOKUPs.
• Excellent communication skills - written and verbal, and a calm demeanor.
• Ability to work independently, manage multiple priorities, and maintain confidentiality.
• Understanding of budgets, billings, and finance for non-profit organizations.
• Must assess a valid driver license and pass a criminal background check.

Skills, Knowledge, & Abilities

• Possess necessary initiative, adaptability and responsibility to work with minimal supervision.
• Demonstrated ability to supervise and lead a team, including performance management and team development.
• Ability to work well with others in sometimes-difficult circumstances.
• Must possess the ability to meet deadlines, work with complete attention to detail and keep detailed financial/billing reports.
• Skill with multi-tasking, organizational and analytical a must.
• Ability to function in a confidential manner and self-discipline to perform repetitive tasks without lowering quality of work.
• Ability to always learn and open to new concepts.