Accountant - Grant Accounting, Billing and Reporting

EXEMPT: No  SALARY LEVEL: $30 - $35 per hour

DEPARTMENT: Finance LOCATION: Remote/Must Reside in the USA

REPORTS TO: Controller HOURS:  FT (40 hours per week)

Date: 11/13/2024 APPROVED BY: Human Resources Director

AGENCY BACKGROUND:  The objective of Sonoma Community Action Network (Sonoma CAN) is to partner with low-income families and individuals to help them achieve economic and social empowerment, build community, and advocate for social and economic justice.  Sonoma CAN operates a wide variety of programs benefiting low-income Sonoma County residents.

Our Mission: Sonoma CAN is a catalyst of equitable transformation, aligning partners and resources to implement values-based, data-driven, community-led solutions that help families reach their full potential.

Our Vision: We see our Sonoma County transformed into an empowered community of thriving families where every child is raised with joy, justice, and connection.

Our Values: Joy, Amor, Esperanza, Equity, Fuerza, Dignity, Inclusión

Our Promise: Sonoma CAN changes people’s lives, embodies the spirit of hope, improves communities, and makes America a better place to live. We care about the entire community and we are dedicated to helping people help themselves and each other.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

Sonoma Community Action Network (SonomaCAN) is an Equal Opportunity/Affirmative Action Employer. Affirmative action involves determining areas of workforce under-representation, locating qualified protected class candidates by enlarging the recruiting base, and developing the skills they need to succeed in those new positions.

Our obligations in this area stem from not only adherence to various state and federal regulations but also from our commitment to create a culture of inclusiveness and diversity where members of our community thrive and are able to reach their full potential.

TOTAL COMPENSATION PACKAGE: The salary for this position is $30-$35 per hour, depending on experience. CAN offers a generous benefits package available on the first day of the month after your date of hire that includes: 

• Medical insurance through Kaiser or Sutter is 80-95% paid by the employer for employee premiums plus 50% paid by the employer for dependent coverage
• Elective dental, vision insurance, FSA, and Accident insurance.
• Employer-paid $10k of life insurance with expandable options
• Employer-paid Long-term Disability Insurance
• 401(K) plan with a 2% contribution and an additional 1% matched contribution after one year of service
• Employee assistance program, CalPerks
• 3 weeks vacation (4 hours accrued per pay period) based on full-time work increases at 5 years of service
• 96 hours of sick time per year (4 hours accrued per pay period) based on full-time work
• 1 floating personal day
• 16 paid holidays

SUMMARY OF POSITION: 

The Grant Accountant is responsible for managing the accounting, billing, reporting, and reimbursement processes associated with our grants as well as other revenue-generating and fee-for-service program activities, including Enhanced Care Management (ECM) and Community Supports (CS) services through CalAIM, Community Health Worker and Behavioral Health services through MediCal, therapeutic behavioral services, housing, and others as they are developed. Your role involves collaborating with internal and external teams, verifying documentation, and ensuring compliance with relevant billing regulations. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Duties include but are not limited to the following:

Grant Accounting

• Manage the accounting, coding, and recording of transactions and reporting of assigned grants
• Input and verify that expenses are being correctly recorded in SAGE
• Ensure compliance with Uniform Guidance and OMB and GASB relevant guidelines for entries made into grants and guarantee allowability of expenses in the grants assigned to the position
• Conduct internal audits and fix any problems that are observed in conjunction with the Controller and other staff
• Collaborate cross-functionally with grantors and program management, both internally and externally, as well as within finance and other administrative teams, to address issues and optimize reporting, billing, and financial planning as it relates to CalAIM and other assigned grants and programs.
• Reconcile grants and program financial statements, records, AR, and general ledger accounts, fixing any discrepancies and giving feedback to the appropriate staff
• Support the Controller and other team members through MediCal and other audits on assigned grants and programs
• Reclassify and allocate expenses to appropriate grants to maximize budgetary usage

Billing

• Collaborate with multiple programs to ensure billing for all services that are provided for CalAIM/Medi-Cal services
• Create and submit invoices for CalAIM services to Managed Care Plans (MCPs)
• Streamline relevant billing and reporting processes through cross-departmental collaboration
• When needed, make the necessary efforts to collect what is owed to Sonoma CAN
• Review and verify supporting documentation to substantiate claims and reimbursement; ensure adherence to program guidelines
• Collaborate with program team members to gather necessary information for billing, Quality Incentive Programs (QIPs), and required reporting to MCPs.
• Work closely with payers to secure timely and accurate reimbursement
• Achieve maximum reimbursement for all services provided
• Resolve unallowable or denied expenses and address any issues or discrepancies in reimbursements

Reporting

• Conduct financial analysis of various grants and fee-for-service program activities; profit and loss statements, financial forecasting, review of relevant general ledgers
• Collaborate with Operations and Program staff to report on the effectiveness and efficiency of services, including both financial impact and Social Return on Investment (SROI) of assigned grants
• Work with the assigned grant managers with budget vs actual comparisons and other reports  to ensure compliance with the grant plan and keep the pacing of expenses

General

• Stay informed about relevant billing regulations, coding updates, and program-specific requirements
• Provide support in training staff on grant accounting and billing processes and requirements
• Drive continuous improvements
• Provide insights and ideas towards the development of systems in support of new services
• Perform other duties as assigned

REQUIRED EXPERIENCE/SKILLS:

• 2 years of previous experience working in a finance position such as AP/AR
• Detail-oriented with strong analytical and problem-solving skills
• Advanced proficiency with spreadsheets and word processing
• Advanced proficiency with data entry and the ability to accurately input data to avoid delays in claims
• Strong communication and interpersonal skills
• Ability to work independently and meet deadlines
• Two years of accounting experience and a related degree in business, finance, or accounting
• Two or more years of experience in working with ERPs like SAGE, Acumatica, Dynamics, SAP, etc.

ADDITIONAL REQUIREMENTS:

This is a remote/hybrid position, and the individual must have a secure, dedicated workspace in their home or remote office with reliable high-speed internet and a quiet environment free from disruptions, which is necessary to ensure productivity and confidentiality.

PREFERRED EXPERIENCE/SKILLS:

• Medical Coding/Medical Billing certification (CPC, COC, CCA, CCS, etc.)
• Experience in Medi-Cal billing; nonprofit or healthcare system preferred
• Knowledge of Medi-Cal billing processes and regulations in compliance with the DHCS; experience with LEA BOP, CalAIM, and Partnership Health Plan is a plus
• Familiarity with TARs and relevant HCPCS, CPT, and ICD codes
• Understanding of grant funding allocations
• Bilingual in English and Spanish

If you do not have the preferred education/experience but do have the required skills/abilities, please apply. 

WORK ENVIRONMENT: 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. This job operates in a professional office and home office environment. The noise level in the work environment is usually moderate.

PHYSICAL DEMANDS: 

While performing the duties of this job, the employee is frequently required to sit; use the computer keyboard and mouse, use hands to finger, handle or feel; reach with hands and arms; and talk or hear. The employee may occasionally be required to stand, walk, stoop, and crouch. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of

activities, duties, or responsibilities that are required of the employee for this job. Duties,

responsibilities, and activities may change at any time, with or without notice.