Billing and Finance Coordinator

Parenting With Intent • Portland, OR

1d • $75,000 - $98,000 • Hybrid

About The Position

The Billing & Finance Coordinator supports the financial operations of Parenting With Intent by coordinating billing, invoicing, payment tracking, financial reporting, and contract-related financial processes. This position works closely with the Operations Director, program leadership, and external partners to ensure accurate and timely billing, maintain financial records, support compliance with funding requirements, and strengthen financial systems and processes.
The Billing & Finance Coordinator is responsible for maintaining organized financial tracking systems, supporting month-end and contract reporting activities, monitoring accounts receivable, accounts payable and assisting with financial reconciliation and documentation. The position contributes to the development and continuous improvement of financial processes that promote accountability, accuracy, operational efficiency, and organizational sustainability.

Requirements

• Strong understanding of and commitment to the mission, values, and relational culture of Parenting With Intent (PWI).
• Demonstrated knowledge and experience in bookkeeping, financial recordkeeping, billing processes, and basic accounting practices.
• Experience with nonprofit billing, invoicing, reimbursement systems, and contract-based funding structures.
• Exceptional attention to detail, accuracy, and quality assurance in financial documentation, data entry, reporting, and record management.
• Proficiency in financial software, databases, and technology systems, with the ability to learn and adapt to new platforms and tools.
• Advanced spreadsheet, data management, and reporting skills, including the ability to organize, analyze, track, and present financial and operational information in a clear and meaningful way.
• Strong organizational and project management skills, with demonstrated ability to manage multiple priorities, maintain accurate records, track complex processes, and consistently meet deadlines.
• Ability to work independently, exercise sound judgment, and follow projects and tasks through to completion with a high level of accountability.
• Strong understanding of contract requirements, grant funding, invoicing practices, compliance standards, and financial accountability within nonprofit or human services settings.
• Excellent written and verbal communication skills, including the ability to communicate financial information clearly and professionally with staff, supervisors, funders, and community partners.
• Demonstrated ability to identify discrepancies, solve problems, improve systems, and contribute to efficient and effective organizational operations.
• Commitment to collaboration, professionalism, confidentiality, and maintaining positive working relationships across teams and departments.
• Minimum of 2–3 years of progressive professional experience in bookkeeping, financial operations, nonprofit billing coordination, or office business management.
• High school Degree or GED
• Working foundational knowledge of bookkeeping practices, accounts receivable monitoring, and basic nonprofit accounting principles.
• Advanced skill within the Google Workspace environment (Docs, Sheets, Drive).
• Absolute ability to handle sensitive employee data, confidential and financial records with impeccable ethics and mature judgment.
• Outstanding attention to detail, strong time-management capacities, and a proven track record of managing competing operational timelines simultaneously.
• Deep understanding of and commitment to the relational culture, trauma-informed approach, equity commitment, and human-first mission of Parenting With Intent (PWI).

Responsibilities

• Coordinate monthly billing processes across agency programs, ensuring timely, accurate, and compliant invoicing.
• Review and verify service documentation numbers, billing checklists, summaries, and related records to ensure compliance with contract and funding requirements.
• Identify, track, and resolve billing discrepancies, documentation issues, missing information, and service-hour inconsistencies in collaboration with staff and supervisors.
• Compile invoices, service logs, reimbursement requests, and supporting documentation for submission to funding sources and contract partners.
• Maintain billing trackers, databases, and reporting systems that support contract compliance, quality assurance, and financial accountability.
• Generate billing, revenue, utilization, and compliance reports for leadership and program managers.
• Manage accounts payable and receivable.
• Track, monitor, and reconcile program expenditures, including flex funds, credit card purchases, reimbursements, and other program-related expenses.
• Review credit card statements, receipts, reimbursement documentation, and expense reports to ensure accuracy, completeness, and compliance with agency policies.
• Maintain financial tracking systems related to program budgets, flex fund utilization, reimbursement activity, and agency expenditures.
• Identify spending trends, discrepancies, compliance concerns, and budget-related issues and communicate findings to leadership.
• Develop, maintain, and improve financial tracking, billing, reporting, and expense management systems that support organizational effectiveness and accountability.
• Collaborate with the Executive Director, program leadership, staff, and external partners to support the agency's financial health, contract compliance, and operational success.
• Maintain organized financial records and ensure the confidentiality of financial, employee, and client information.
• Other responsibilities as needed that arise as the role grows and develops

Benefits

• Medical and Dental paid at 100% for employee, 50% for dependents
• Organization sponsored 403B retirement plan matched at 5%
• Short term/long term disability
• Organization sponsored Life Insurance
• Paid Time Off (PTO): 4 weeks of accrued PTO annually, increasing to 5 weeks after 5 years of service.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED