Accounts Receivable Specialist

**Who We Are**

Founded in 1889, **YWCA Hamilton** is known as one of Hamilton’s original social innovators and works from a feminist, anti-racist, and anti-oppressive framework. We are dedicated to strengthening women’s and girl’s voices, broadening their choices, building dynamic leadership and providing essential services that promote safe, inclusive and equitable communities.

**YWork for us?**

At **YWCA Hamilton**, we are intentional about fostering a workplace culture that values positive physical and emotional well-being through our values of Intersectional Feminism, People Centered, Belonging, Responsibility, and Partnerships. We invest in our employees so that we can bring our values into the communities in which we live. We offer our employees:

- On-the-job training and professional development opportunities
- Childcare discounts
- Opportunities to get involved in our community
- A competitive total rewards package

If you’re passionate about making a positive impact in the lives of women, children, and families every day, we would love for you to join our team

**Position Description**

Job Code: 10-HAD-2025

Department: Finance

Reports to: Manager, Funding Compliance & Reporting

Location: Hamilton, ON

Hours of Work: 37,5 hours / week

Start Date: TBD

Posting Date: October 28th, 2025

The Accounts Receivable (Funding) Specialist is responsible for the day-to-day processing of receivables tied to funding contracts, grants, subsidies, advances, and holdbacks. This includes preparing and tracking claims, reconciling receivables, and ensuring accuracy of entries in the financial ERP system.

This role supports the Manager, Funding Compliance & Reporting by carrying out the detailed tasks needed for timely claim submissions, accurate receivable tracking, and audit readiness. This role is focused exclusively on contract-based funding revenues with compliance obligation.

KEY RESPONSIBILITIES:

- Generate and issue invoices in accordance with funding contracts and program service agreements;
- Track funding claim submission deadlines and maintain a log of due dates, submission status, and payments received;
- Prepare claims and supporting documentation for Manager review and approval prior to submission;
- Process high-volume and complex payments accurately;
- Monitor the AR aging report and provide analysis to the Manager, Funding Compliance & Reporting;
- Maintain an accurate subledger of invoicing and payments from funders, donors, and subsidy programs;
- Record bank deposits and post payments to the AR subledger.
- Reconcile AR subledger to the GL on a monthly basis;
- Reconcile receivable accounts, investigate discrepancies, and resolve issues with program staff or funders;
- Post payments accurately in the ERP general ledger and AR subledger, with Manager review;
- Prepare and reconcile deposits across ERP, bank, and program systems.
- Support month-end and year-end close by providing AR schedules and reconciliations that are audit-ready and meet reporting deadlines;
- Prepare receivable reconciliations, schedules, and claim documentation for inclusion in funder financial reporting packages;
- Provide supporting documentation for Director of Finance and external auditors as required;
- Assist with funder monitoring visits and audits by preparing receivable-related working papers;
- Provide claim-tracking reports and status updates to the Manager, Funding Compliance & Reporting to support oversight of the full process;
- Identify and escalate risks, errors, or suspected fraud promptly to the Manager;
- Ensure claim submissions, reconciliations, and documentation are audit-ready at all times;
- Recommend and implement improvements to AR processes for efficiency and compliance;
- Maintain up-to-date procedure documentation for receivable processes (claims, invoicing, reconciliations), ensuring accuracy and availability for training, audits, and staff coverage for the Manager, Funding Compliance & Reporting.
- Collaborate with internal program teams to resolve billing and claim issues.
- Respond to funder and donor inquiries with professionalism and accuracy.
- Maintain funder and customer profiles, ensuring accuracy of data across ERP and reporting platforms.
- Support audit preparation by ensuring receivable records are current and verifiable;
- Provide AR-related schedules and reconciliations during month-end and year-end close;
- Provide backup support for accounts payable or payroll during peak periods as directed;
- Ensures confidentiality and privacy of financial records and funder agreements;
- Understands emerging trends, leading practices, industry professional standards;
- Nurtures and forms meaningful internal and external working relationships and partnerships;
- Recommends changes to policies, processes, and systems as appropriate to improve and enhance service delivery;
- Supports YWCA Hamilton mission, vision, and values;
- Perform other duties as required.

WORKING CONDITIONS: