Finance Liaison

Description

 The YWCA White Plains & Central Westchester is a mission-driven nonprofit organization dedicated to eliminating racism, empowering women, and promoting peace, justice, freedom, and dignity for all. Through a diverse range of programs and services, including childcare, youth development, health and wellness, supportive housing, and economic empowerment, the YWCA works to strengthen individuals, families, and communities throughout Westchester County. Our work is grounded in equity, opportunity, and a commitment to creating lasting community impact.

The Finance Liaison supports the financial operations that make this mission possible by coordinating across Finance, programs, membership, residence, and operations. The role helps ensure billing, reconciliations, reporting, and grant and contract tracking are accurate and completed on schedule. Working closely with the CFO and the YWCA’s outsourced finance team (BTQ Financial), the Liaison helps resolve questions, maintain accountability, and keep financial processes moving across departments.

This role is well suited to someone who is organized, financially savvy, and comfortable working across departments, with an understanding that strong financial operations are essential to organizational sustainability and the YWCA’s ability to serve its community.

Requirements

Essential Responsibilities and Deliverables 

Internal Finance Coordination and Controls 

• Coordinate YWCA inputs to BTQ's month-end close and follow up on open items with the CFO, BTQ and YWCA departments. 
• Serve as the main in-house contact for routine finance requests. Route questions, track responses, and escalate overdue or recurring issues. 
• Document and maintain procedures for YWCA billing and account activity in Daxko Operations, Brightwheel, and Yardi, including billing inputs, adjustments, refunds, write-offs, and chargebacks. Reference BTQ’s procedures for accounting and government contract billing rather than duplicating them. 
• Confirm invoices have complete supporting documentation and follow the AP approval matrix before routing them for payment: BTQ completes the initial coding and approval, the Program Director provides the second approval, and the CEO approves invoices above $3,000. The CFO releases payments, with the COO as backup. The Finance Liaison has no approval or payment rights in BILL.com 

Membership Revenue and Account Reconciliation 

• Coordinate membership billing and collections with Membership, using BTQ’s program-level trends and accounts-receivable aging to monitor balances and follow up on exceptions. Work with Membership to address failed auto-payments, credits, discounts, and waivers in Daxko Operations. Ensure refunds and write-offs receive approval within CFO-set limits before processing. Coordinate member follow-up on chargebacks, which BTQ records against program-fee revenue in Intacct. 
• Provide BTQ with the reports and explanations needed for the monthly reconciliation of membership activity, cash and adjustments. 
• Confirm that membership adjustments have a documented reason, supporting information, and required approval before they are made. YWCA staff process Daxko Operations adjustments, such as credits, waivers, and account corrections; BTQ posts Intacct adjustments. Maintain the supporting audit trail in the applicable system. Membership remains responsible for member communication and account follow-up. 

Contract Billing and Revenue Coordination 

• Work with BTQ, the Director of Operations, and program leaders to keep contract terms, rates, funding sources, billing schedules, and system billing plans accurate and current for childcare, afterschool, camp, aquatics, gymnastics and competitive teams, and other fee-based programs. 
• Maintain a program contract calendar aligned with registration periods and program seasons. Coordinate contract and billing-plan reviews early enough for approved changes to be entered before billing begins. 
• Review Daxko Operations and Brightwheel enrollment, billing, balances, and revenue reports. Compare enrollment or service activity with contracts, charges, and collections, and track discrepancies to resolution with program staff. Obtain the monthly per-child County DSS and Child Care Council subsidy payment report from the staff member who processes attendance, using the DSS portal export to support allocation by program.  
• Provide the reports and supporting information needed for BTQ to post the consolidated monthly revenue entry. Brightwheel private-pay charges are generally billed on the first of the month for that month; receivables are handled case by case. 

Supportive Housing and Property Management Coordination 

• Coordinate with Property Management and Residence leadership to track rent and subsidy payments, tenant balances, arrears, adjustments, refunds, and write-offs. 
• Work with the Property Manager, who handles day-to-day tenant records and payment processing, to track rent receipts and security deposits in Yardi. Coordinate move-in and move-out reviews, calculate proposed deposit refunds, obtain YWCA approval, and send the request and supporting documents to BTQ for payment and liability release under the AP approval matrix. 
• Reconcile Yardi tenant ledgers to the receivable report and receipts to bank deposits. Provide monthly charges and receipts reports to BTQ for its general-ledger entries, and provide arrears and vacancy information for its semiannual review of receivables, vacancy allowance, and bad debt. 
• Prepare the monthly 8% management-fee calculation based on Residence cash receipts and send it to BTQ for the intercompany entry. Property Management remains responsible for tenant records and resident follow-up. 

Grant and Contract Support 

• Maintain the program-side fields in BTQ’s Master Contracts List, including program contacts, reporting milestones, renewal decisions, and budget-modification status. 
• Coordinate with program staff and BTQ to gather attendance, outcome, and expenditure support for government contract claims and reports. For budget modifications, collect the program rationale and revised budget, route them for approval, and track submission and the funder’s decision. 
• Track upcoming deadlines and missing information, and follow up with program staff. BTQ manages government contract billing, vouchering, and collections; Development manages private grants and pledges in DonorPerfect. 

Accounts payable, vendors, and cash coordination 

• Review invoices for the correct entity, confirmation that goods or services were received, and required supporting documents before submitting them to the AP mailbox. Follow up on missing items. 
• Send complete vendor forms to BTQ for setup or updates, including the W-9, remit-to address, and vendor email. Verify bank-detail changes by calling a known contact before forwarding them to BTQ. 
• Serve as the vendor contact for payment questions. Confirm receipt of goods or services with program staff and coordinate payment research with BTQ. 
• Provide BTQ with timely information for cash forecasts, including expected large contract, rent, and subsidy receipts; recurring vendor payments; approved payment plans; and significant one-time expenses. Report material changes within two business days. 
• Maintain a list of YWCA payment priorities, such as critical or recurring vendors, approved payment plans, and vendor escalations. The CFO approves and releases payments; the COO serves as backup. 

Financial Systems and Records 

• Maintain accurate, complete source information in Daxko Operations, Brightwheel, Yardi, and DonorPerfect, and in submissions to BILL and Nexonia. Use view and report access in Intacct to follow up on items and help ensure BTQ receives reliable information for its accounting entries. 
• Keep supporting reports, reconciliations, approvals, billing plans, grant documents, and budget modifications organized and accessible. 
• Identify recurring system or data issues, coordinate follow-up with the appropriate staff, and recommend practical improvements. 

How success is measured 

Success means the Finance Liaison keeps the right people informed and flags issues early, before they affect payments, reporting, or cash flow. 

Key Performance Indicators 

• Establish and maintain a finance calendar: lists recurring reports, reconciliations, month-end close inputs, owners, deadlines, and backup coverage. Required YWCA information is submitted by agreed deadlines, and open close items have an assigned owner and documented follow-up. 
• At least 95% of invoices reach the AP mailbox on first submission with the correct entity, required approvals, and supporting documents, as measured by BTQ’s AP exceptions. Cash forecast inputs are provided by the agreed deadlines, and material changes are shared with the CFO and BTQ within two business days. 
• The monthly tie-out of Daxko Operations membership activity to merchant settlements and bank deposits is completed by the agreed deadline; failed-payment and chargeback exceptions are routed to the appropriate staff for follow-up or escalation. 
• Before each program season, contract terms, rates, funding sources, billing schedules, and system updates are reviewed with program leaders, the Director of Operations, and BTQ. Approved changes are in place before billing begins, and enrollment, subsidy, and receivables exceptions are tracked through resolution. 
• Rent receipts are posted in Yardi and reconciled to bank deposits by the agreed deadline; security deposits are reconciled monthly to the tenant security account; and approved move-out refunds are processed within established timelines. 
• The grant schedule is reviewed monthly with program owners and kept current with deadlines, milestones, renewals, and budget modifications. 
• Required program information for grant and contract billing or reporting is provided on time. Billing, receivables, spending, and revenue discrepancies are assigned and followed through with BTQ and program staff. 
• Finance procedures assigned by the CFO are completed by agreed deadlines and document the required steps, approvals, and records. 

Qualifications 

• Associate degree in accounting, business administration, finance, or a related field preferred; equivalent relevant experience considered. 
• Three or more years of experience in accounting coordination, accounts payable, billing, grants administration, revenue operations, or a related function. 
• Experience working with financial and operational systems and reconciling information across multiple sources; familiarity with Intacct, Daxko, Brightwheel, Yardi, or comparable platforms is an advantage. 
• Strong organization, follow-through, attention to detail, communication, and ability to work across departments and with an outsourced accounting partner. 
• Ability to handle confidential financial, employee, member, tenant, and grant information appropriately.