New Kensington Community Development Corporation (NKCDC) is a community development corporation committed to sustainable development in housing opportunities, economic development, vacant land strategies, community engagement, health and wellness, and real estate development. NKCDC advances social equity and economic empowerment by nurturing and creating opportunities for residents to live and actively shaping their neighborhoods of choice. To that end, NKCDC provides free resources to residents and businesses in the Kensington, Fishtown, and Port Richmond neighborhoods.
NKCDC has a strong reputation, both locally and nationally, with longstanding credibility of serving as a trusted and valuable partner and collaborator. The organization is one of only two community development organizations in Philadelphia that are chartered members of the NeighborWorks America network. Our current work using a trauma-informed community engagement model, applying a racial equity lens across the organization, and leading programs at the intersection of health and housing are keeping NKCDC at the cutting edge of community development. NKCDC draws on the strengths of the communities in Kensington, Fishtown, and Port Richmond — a population of over 62,800, 23% of whom live below the federal poverty level — to make sure neighborhood development benefits all residents. More information can be found at nkcdc.org.
Function
The Billing and Contract Administration Coordinator plays a vital role in supporting the billing functions of the Finance team, assisting in maintaining financial records, ensuring compliance with grant and loan requirements, and coordinating contract administration processes. This position is crucial for maintaining the accuracy and integrity of financial documentation, processing invoices, and ensuring timely payments for the organization’s operations and projects. The coordinator also ensures that all billing and financial activities are in compliance with internal policies and funding requirements, helping to support the overall effectiveness of the non-profit’s financial operations and mission.
Reports to
Deputy Executive Director and/ or Controller
Direct Report/Supervises
N/A
Responsibilities
Billing and Recordkeeping:
- Support billing functions by processing and tracking invoicing activities in accordance with the organization’s policies.
- Assist in maintaining and updating financial records, including scanning, copying, filing, and emailing documents related to billing and contract administration.
- Ensure that all documents are properly archived and accessible for internal and external audits.
Invoice Processing and Expense Tracking:
- Process incoming invoices, ensuring accuracy, validity, and compliance with contract terms.
- Prepare and track expense requests and purchase orders to ensure accurate and timely processing; track payments and communicate with staff members on payment status.
- Monitor and track purchase order balances to ensure proper financial controls.
Grant, Contract, and Loan Billing and Compliance:
- Assist in the preparation and compilation of documents required to draw down grant and loan funds, including employee time records and project expenses.
- Monitor and support compliance with reporting and documentation requirements tied to grant and loan agreements.
- Coordinate with funders and lenders to facilitate the drawdown of funds and ensure all financial and reporting obligations are met.
- Track and reconcile draws and invoices in relation to contract amounts and budgets.
Coordination and Quality Assurance:
- Ensure that all billing and financial documents are processed in compliance with organizational policies and funder requirements.
- Support the processing of expense requests, purchase order requests, and reimbursement requests, ensuring proper documentation and compliance with internal guidelines.
- Assist with credit card reconciliations and other financial tasks.
Contract Administration:
- Assist with the coordination of contracts with external vendors, such as IT, phone, cell phone, printer service, and insurance providers.
- Ensure that all vendor agreements are tracked and payments are made on time and according to contract terms.
Customer Service and Stakeholder Support:
- Provide customer service support to NKCDC staff, Board members, contractors, vendors, funders, and auditors.
- Address inquiries related to billing, contracts, and financial documentation in a professional and timely manner.
IT Support
- Provide in-house IT support for basic troubleshooting and technology management.
- Serve as a liaison between IT service provider and NKCDC employees.
- Perform additional tasks as required to support billing functions, financial recordkeeping, and contract administration activities.
Qualifications
Experience:
- 2+ years of experience in billing, contract administration, or financial records management.
- Experience in a non-profit environment or working with grants and funds is highly preferred.
Skills and Abilities:
- Strong organizational skills with a keen attention to detail.
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and accounting software (experience with MIP is preferred).
- Proficiency in accounting software is required; experience with MIP is preferred. Candidates not familiar with MIP must be able to quickly learn a new accounting system.
- Excellent written and verbal communication skills.
- Strong problem-solving skills and the ability to prioritize tasks in a fast-paced environment.
- Knowledge of best practices related to billing, financial records, and grant management.
Other Requirements:
- Ability to maintain confidentiality and handle sensitive financial information.
- Strong customer service orientation and ability to work with diverse teams.
- Ability to work both independently and as part of a collaborative team.
Compensation
The pay rate for this position will be $62,550.75/yr. with a Full-Time schedule, 35 hours per week. To counter pay inequality and uphold internal parity, we use a nonnegotiable starting salary system, while benchmarking our pay to competitive markets in the nonprofit sector. Excellent benefits include an HMO health plan, long- and short-term disability insurance, life insurance, paid vacation, and a 403(b)-retirement plan. This position will be on-site at our central office, 2771 Ruth Street, Suite 1, Philadelphia, PA 19134.
Application process
Applicants should submit a cover letter and resume to HR@nkcdc.org, with “[YOUR NAME] Billing and Contract Administration Coordinator” in the subject line. Applications received by January 17, 2025 will be given full consideration. All candidate resumes are considered and kept on file for one year, but we cannot always respond personally depending on the volume of inquiries.
Hiring process
Our hiring process includes a 20–30-minute interview with HR, followed by an in-person interview with the hiring manager, and finally an hour-long “panel” interview with 3-6 staff members. Reference checks are conducted after the final interview.
Equal Employment Opportunity
NKCDC provides Equal Employment Opportunity (EEO) to all persons regardless of age, race, national or ethnic origin, gender identity or expression, religion, language, political beliefs, sexual orientation, or physical ability. We know groups subjected to systemic oppression– including people of color, women, people from working class backgrounds, and people who identify as LGBTQ – are less likely to apply unless and until they meet every requirement for a job. Therefore, we strongly encourage applications from people with these identities or who are members of other communities who are marginalized.