Billing Specialist

Description

Job Summary: The Billing Specialist is responsible for executing core billing and accounts receivable processes in support of the company's revenue cycle function. The position ensures accurate and timely invoicing, cash application, and customer account maintenance. In addition, the position supports collections through courteous and professional communication with customers and internal escalation in accordance with company policy.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Billing & Invoicing

• Prepare cost-plus billing in accordance with customer contracts, billing policies, and procedures.
• Validate billing inputs, which may vary by contract or customer location, from field operations.
• Compile and distribute invoices with supporting documentation to the customer.
• Scan, index, and maintain invoice backup and related billing records.
• Communicate with internal and external customers to resolve billing questions and discrepancies.
• Process and document billing adjustments based on client requirements and contract specifications.
• Escalate missing data, billing issues, or unresolved discrepancies to the supervisor.
• Assist Billing Manager with special projects and other duties as assigned.

Accounts Receivable & Cash Application

• Post and apply customer payments from various sources, such live checks, ACHs, or third-party portals with strong attention to detail.
• Maintain AR subledger and reconcile accounts for assigned customers.
• Research and respond to customer account inquiries.
• Research and process chargebacks, returns, and bad checks.
• Review customer accounts for accuracy and resolve discrepancies.
• Provide invoice copies and account information to customers as requested.

Collection Management

• Contact customers regarding overdue balances and payment status.
• Review account terms, payment history, and open balances to determine follow-up actions.
• Document collection activity and account status in the Collections Manager tool.
• Escalate non-responsive customers or unresolved collection issues to management.

Reporting & Process Improvement

• Perform account reconciliations.
• Prepare routine reporting.
• Ensure compliance with internal controls.
• Identify process improvement opportunities.
• Support special projects.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate to loud.

Qualifications

Qualifications:

• Associate's degree from a two-year college or technical school or equivalent experience.
• 1--3 years of billing/AR experience.
• Ability to use Microsoft products (Outlook, Teams, Excel, Word, etc.) and ERP system (Microsoft Dynamics Great Plains) with moderate proficiency.
• Intermediate Excel skills, including the ability to review, analyze, and report billing data.
• High attention to detail and problem-solving ability.
• Strong adherence to deadlines.
• Professional, courteous verbal and written skills.

Certificates and Licenses:

No certifications needed

Supervisory Responsibilities:

This job has no supervisory responsibilities.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee must occasionally lift and/or move up to 10 pounds. Occasionally employee must work extended hours that require intense focus. Specific vision abilities required by this job include Close vision, Distance vision, Peripheral vision, Depth perception and Ability to adjust focus. Must be able to type and use a calculator.

*This job description is not a contract for any specific period of time and may be adjusted at any time at the employer's discretion based on changing or newly determined needs for the position.