Volunteers of America Northern California and Northern Nevada

General

• Provide compassionate, professional, non-judgmental service to program participants
• Explain program rules and regulations and facilitate compliance
• Coordinate meals, bed/sleeping assignments, showers, laundering, and daily routines
• Provide awake overnight shift coverage from 11:00 PM to 7:00 AM and maintain ground security
• Conduct hourly safety and security checks
• De-escalate crises and provide emergency assistance
• Maintain daily reports, shift logs, observation logs, and incident reports
• Perform housekeeping, maintenance, and dorm preparation tasks
• Respond to participant questions and concerns
• Perform clerical duties including answering telephones, recording messages, and filing
• Coordinate, inventory, store, and distribute participant property
• Post removal notices for unattended belongings and bicycles
• Maintain linen documentation, inventory control, restrooms, showers, and laundry facilities
• Monitor equipment and supplies and restock as needed
• Communicate with on-site staff, supervisors, service providers, and county/state/city representatives
• Assist with orientation and training of new employees
• Maintain knowledge of fire, safety, and health standards
• Process, assign, and distribute participant mail
• Support plans helping residents complete the program and work toward self-sufficiency
• Attend staff meetings and assigned training and complete required certifications

Overnight Support Staff

Payroll

• Calculate and submit bi-weekly payroll
• Reconcile deductions and allocate benefits
• Process garnishments and vacation and sick accruals
• Process federal and California and Nevada payroll taxes
• Prepare manual payroll checks
• Fund payroll requirements and process Positive Pay
• Communicate with supervisors, staff, and administrators regarding payroll items
• Process housing allowances, mileage, travel, and other reimbursements
• Prepare and submit monthly Workers Compensation reports
• Work with Staff Accountants on payroll reclassifications
• Reconcile benefit liabilities and payments
• Send payroll reports to Program Directors
• Scan and retain documents on the server in a timely manner
• Assist with monitoring visits
• Work with Program Directors on timecards, time off, and accruals
• Provide 990 data support
• Back up the Accounts Payable Accountant
• Handle monthly, quarterly, and annual payroll taxes and reporting
• Provide audit support as necessary
• Perform other assigned duties

Payroll Specialist

Accounts Receivable

• Prepare monthly billing for assigned government, grant, foundation, and fee-for-service contracts
• Review supporting documentation for allowability, allocability, and reasonableness
• Maintain billing schedules by contract, program, cost center, and funding source
• Track billing deadlines and submit invoices on time
• Research denied or delayed billings and coordinate resolution
• Prepare revenue accruals and deferred revenue schedules
• Review allocated salaries, wages, payroll taxes, employee benefits, and shared operating expenses
• Prepare allocation workpapers and related journal entries
• Validate allocations against approved budgets and funding restrictions
• Reconcile billings to the general ledger and accounts receivable monthly
• Monitor contract budgets and available funding
• Review contracts for financial compliance requirements
• Identify unallowable costs and recommend corrections
• Ensure compliance with GAAP, Uniform Guidance (2 CFR 200), and organizational policies
• Maintain complete electronic audit files for billing submissions
• Prepare audit schedules, reconciliations, and supporting documentation
• Respond to funding agency requests
• Prepare financial analyses and reimbursement projections
• Partner with Program Directors, Payroll Specialist, and Accounting to ensure billing accuracy
• Develop standardized billing templates and documentation
• Cross-train with Accounts Receivable and General Ledger functions
• Perform other duties and special projects assigned by management
• Recommend process improvements to strengthen internal controls and reimbursement efficiency
• Maintain current knowledge of nonprofit accounting standards and grant regulations
• Participate in required training and professional development

Overnight Support Staff

Payroll Specialist

Billing and Accounts Receivable Specialist