Senior Finance Associate

Vestwell•Austin, TX

6d•$75,000 - $90,000•Hybrid

About The Position

Vestwell is seeking a Senior Associate to join their billing team within the Finance department. This role is crucial for ensuring smooth and accurate billing operations for state agency partners and external program participants. The Senior Finance Associate will manage customer profiles, prepare invoices and revenue calculation packages, and monitor accounts receivable. They will interact with state agency partners, internal teams, and cross-functional stakeholders to resolve issues and facilitate timely payments. The role also involves contributing to financial reporting, reconciliation tasks, and process improvement, with opportunities to participate in system implementations to optimize billing software and operational efficiency. The position requires independent judgment, attention to detail, and ownership of processes to ensure accurate and timely invoicing, cash collection, and internal reporting. The Senior Finance Associate will act as a key partner to internal stakeholders and external state agency clients, helping to maintain financial accuracy and operational efficiency.

Requirements

Bachelor’s degree in Finance, Accounting, or a related field.
3-5 years of experience in billing, accounts receivable, or finance operations.
Proficiency in Excel; experience with billing software and accounting systems is a plus.
Strong organizational and problem-solving skills.
Excellent communication skills, both written and verbal.
Ability to work independently and as part of a team.
Attention to detail and commitment to accuracy.

Nice To Haves

Experience in a fintech, financial services, or similarly regulated industry preferred.
Familiarity with government or state-administered programs (529 plans, auto-IRA, or similar) a plus.

Responsibilities

Review state agency and partner contracts; create and maintain customer profiles; manage new program subscriptions; and prepare invoices and revenue calculation packages for monthly and quarterly billing cycles.
Process invoices and payments to state agencies in accordance with contractual terms and internal approval workflows.
Maintain up-to-date reference documentation for all client contracts and fee schedules, updating as agreements are executed or amended.
Collect proper approvals for revenue calculation packages prior to submission.
Reconcile billing-related balance sheet accounts, including deferred revenue and accounts receivable, ensuring accuracy and completeness.
Reconcile bank accounts on a daily and/or weekly basis throughout the month.
Compare periodic reporting to the P&L and identify and document variances.
Track and reconcile invoices from external partners against expenses accrued; identify and process necessary adjustments.
Own the end-to-end collections process, monitoring overdue invoices, resolving disputes, and escalating issues as necessary to optimize cash flow.
Respond promptly to internal and external inquiries regarding payment status.
Process and record payments; resolve returned or failed payments with appropriate follow-up.
Serve as the key Billing department point of contact for internal teams — including Operations, Compliance, FP&A, and Legal — and for external state agency partners.
Coordinate internal responses to partner and state agency inquiries, closing the loop with clear and timely communication.
Support cross-functional workflows related to new program launches, contract changes, and operational updates affecting billing.
Compile reports required for monthly and quarterly revenue and cost of revenue calculations.
Utilize billing and accounting system data to perform ad hoc analyses, support internal and external reporting needs, and inform operational improvements.
Collect and organize documentation required for external auditors; support audit readiness by maintaining current and well-documented records.
Participate in month-end, quarter-end, and year-end close processes, ensuring accurate revenue recognition and accounting compliance.
Prepare and post journal entries related to billing activity; assist with reconciliations and variance analysis.
Support financial reporting requirements related to government savings programs.
Assist in implementing new billing software and system enhancements to streamline operations and improve efficiency.
Identify opportunities to automate and improve reconciliation workflows, approval processes, and documentation practices as the team scales.
Exercise discretion in resolving billing discrepancies, determining escalation needs, and recommending process improvements.
Take ownership of your work and proactively surface issues, risks, and opportunities to the Senior Manager.