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;

·        Perform other AR-related duties as assigned, consistent with the scope of this role and subject to established internal controls;

·        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:

·        Works 37.5-hour work week;

·        Work schedule includes days with occasional evenings, weekends and some travel as required

 Qualifications

·        Completion of a 2-year college diploma in accounting, finance, or a related discipline or equivalent academic and/or work experience;

·        3–5 years of progressive experience in accounts receivable or general accounting;

·        Strong working knowledge of ERP systems (Sage Intacct preferred) and Microsoft Excel;

·        Proven ability to analyze AR aging, identify risks, and implement corrective actions;

·        Experience dealing with funders, donors, or program billing is considered an asset;

·        Strong communication, collaboration, and problem-solving skills;

·        Ability to work occasional evenings and weekends, with some travel as required;

·        Demonstrated ability to manage multiple priorities and reporting deadlines in a fast-paced environment;

·        Commitment to continuous improvement, internal control integrity;

·        Must be able to lead and work from a feminist, anti-racist / anti-oppressive perspective for operations and strategic planning;

·        Must provide a current Criminal record Judicial Matters or willingness to obtain at own cost;

·        Ability to work independently with minimal supervision, and also work effectively in a team;

·        Bilingual English/French or other languages an asset.

As part of YWCA Hamilton’s commitment to Access and Equity, we strive to represent the diverse communities that we serve. Individuals who are women, First Nations, Métis, immigrant, refugee, LGBTQ2S+; individuals with disabilities; and individuals from racialized communities or other marginalized communities are encouraged to apply.

Accommodations are available throughout the recruitment process. Please inform us of any accommodation requests.

Please Note: Personal information collected during the recruitment process will only be used for employment opportunities only in accordance with the Freedom of Information and Privacy Act. Only applications from individuals eligible to work in Canada will be considered.

Thank you for your interest in YWCA Hamilton. Only those selected for further consideration will be contacted.

Please visit our careers page to see more job opportunities.